Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
Accela, Inc. - 2016-05-16
Dept ID IS-2016-01 Page 1 of 6 Meeting Date 5/16/2016 A3&qdbArJ A110 I ARJ ft.$ 70 45A,"miEt CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION MEETING DATE: 5/16/2016 SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Fred A Wilson, City Manager PREPARED BY: Behzad Zamanian, Acting Chief Information Officer SUBJECT: Approve and authorize execution of agreements between the City and Accela, Inc for the purchase of Accela Automation, a new land management system, amend the FY2015/16 Revised Budget and appropriate funds in the amount of $3,225,016 for the purchase and implementation of the new system, and, approve and authorize the Acting Chief Information Officer to execute an escrow registration agreement with NCC Group for the purchase of the software system Statement of Issue Staff is recommending Accela Automation, which includes the following modules Land Management, Business License, Citizen Access, and Mobility This platform will increase connectivity between more departments, ensure the proper coding and receipt of $10 million in annual operating revenue in the City's General Fund, and enhance opportunities for customer utilization via the Internet and mobile devices Financial Impact The City collects approximately $10 million in development related permitting and business licensing revenue into the General Fund each year The collection of this revenue is largely dependent on a software system that can properly calculate, record, report and decipher over 30 separate and distinct object codes of revenue data that flows into the City's general ledger, financial statements, and budget The cost of the proposed Accela system is $3,225,016, including a 15 percent contingency of $326,052, if needed The project will be funded from a variety of one-time funding sources including $2 0 million from the Triple Flip Windfall that will be distributed by the State in July/August 2016, $300,000 from fund balances available in the AQMD Fund (201), and $889,000 that has been set -aside in General Fund reserves from the 4 0% Automation Fee adopted by the City Council in 2002 designed to support costs associated with the City's critical permitting system The annual maintenance cost for the new system will average approximately $195,000 over the next ten years Current maintenance costs are $55,000 The increase in annual maintenance costs can be absorbed within the existing FY 2015/16 Revised Budget However, Staff may recommend an increase in the Automation Fee at a future date to ensure a reliable funding source for this essential operating system, and its eventual replacement, when the results of the updated Citywide User Fee study are presented to the City Council for consideration Recommended Action A) Approve and authorize the Mayor and City Clerk to execute the "Software Implementation Services Agreement," "Software License Agreement" including Addendum, "Support and Maintenance Agreement" including Addendum, and "Payment Terms and Conditions" with Accela, Inc, for installation, implementation, and maintenance of the Accela Automation Land Management System, and, Item 13. - I HB -236- Dept ID IS-2016-01 Page 2 of 6 Meeting Date 5/16/2016 B) Amend the FY 2015/16 Revised Budget in the AQMD Fund (Fund 201) by $300,000 and the General Fund by $2,925,016, in Non -Departmental for a total of $3,225,016 for the purchase of the system, and, C) Approve and authorize the Acting Chief Information Officer to execute an Escrow Registration Agreement with NCC Group for the purchase of the software system Alternative Action(s) Do not approve the purchase and installation of the new billing software and the appropriation of additional funds and instruct staff on how to proceed Analysis Background: The City's current Land Management System (CityView) was originally purchased 14 years ago in Fiscal Year 2001-02 and went live in 2005 Prior to the implementation of the CityView system, the City primarily used a paper -based permit tracking and inspection system While the switch to a computerized system was a technological leap forward for the City's processes, in the ensuing 15 years since the system was purchased, the use of the Internet and more user-friendly systems have replaced these legacy systems This system is currently used by Staff to process planning applications, issue building permits, record building inspections, record code enforcement cases, and issue business licenses The software, which was highly customized at the time by City Staff, is no longer fully supported by the original vendor Moreover, this software is not compatible with current technology and customer -oriented platforms that include mobile and web -based applications A Request for Proposal (RFP) for a new system was issued in March 2015 after a lengthy and thorough vetting process Although the CityView system initially met the basic needs of its users, over time it became apparent that the system lacked the flexibility needed to keep current with today's processes, operational needs and technological upgrades Much of the application was customized and many routines were specialized per the City's requests, thus making it difficult and expensive to upgrade and make changes Based on decisions over 15 years ago when originally purchased, changing industry and technological needs required Staff to use offline, non -associated platforms to complete simple processes For example, the current system doesn't allow for residents/users to schedule inspections online or pay fees online Additionally, many of the departments are currently managing data outside of the system by utilizing other sources such as Excel spreadsheets and Access databases, reducing the overall effectiveness and efficiency of the system Most importantly, many critical development services functions have not been part of the system except to view select data For example, Public Works' processes were never integrated into the system and the Fire Department currently processes inspections outside of the system These silos make it difficult to share data, provide comprehensive reports and, from a customer perspective, creates multiple document requirements and department interfaces for what should be a streamlined development process These functionality and user friendly features are just a few of the factors that were taken into consideration before the search for a replacement system began As part of the analysis for system replacement, Staff also reviewed the options of upgrading the current system to a newer version and worked with the current vendor on costs for such an upgrade Unfortunately, due to the unsupported nature of the current version of this system and its technical obsolescence, any upgrade was almost equivalent to a completely new system Accordingly, Staff made the decision that a new comprehensive system should be solicited through a Request for Proposal (RFP) process in order to meet the City's needs xB -23 7- Item 13. - 2 Dept ID IS-2016-01 Page 3 of 6 Meeting Date 5/16/2016 System Selection Process: In compliance with Chapter 3 02 of the Municipal Code, comprehensive proposals for both software and Implementation services were requested using the Request for Proposal shown as Attachment 7 In August of 2014, staff assembled a committee of representatives from the following departments Information Services, Community Development, Finance, Public Works, and Fire This committee of subject matter experts worked with an experienced enterprise software procurement and implementation consultant to identify the needs of each department and the functional requirements of a new enterprise software system The team began drafting the scope of work for a Request for Proposal (RFP) for the purchase and implementation of a new Enterprise Land Management system to replace the City's current unsupported and aged system The committee continued to meet every two weeks for eight months and ultimately developed a list of 244 functional and operational requirements for the proposed new software system Also developed was the scope of work for the implementation of the selected software as well as the evaluation criteria for all software vendors The City issued the RFP on March 16, 2015, by posting it on its web site through the Planet Bids procurement portal This process notified 32 software vendors The RFP closed on April 27, 2015, with the City receiving proposals from five vendors that would be able to provide all of the components required The five vendors, in alphabetical order, were • Accela, Inc • CltyView, a Division of Harris Computer Systems • CRW Systems, Inc • Edgesoft, Inc • Tyler Technologies Utilizing technical experts from each department, Staff began the evaluation of the proposals Each firm was evaluated based on the following six performance areas 1 Clarity and responsiveness of proposal 2 Ability to meet the stated functional requirements 3 Experience and stability of vendor 4 Compatibility with City's technical architecture 5 Acceptance of terms and conditions 6 Price and quality of software and implementation plan Of the five proposals submitted, Staff narrowed the five vendors to the top three based on qualifications Staff began checking references of the remaining three vendors and scored them according to the following criteria • Does the software meet expectations? • Is the vendor responsive to agency needs? • Level of satisfaction with implementation/integration process • Level of satisfaction with security of system and ongoing support • Would you recommend this software and this vendor to other agencies? Concurrent with the reference checks, the three remaining companies - Accela, CltyView and Tyler - were invited to present onsite demonstrations of their software Each demonstration took place over the course of one week Following these demos, Staff recommended site visits to area municipalities and water districts using the Accela and Tyler systems only Following these site visits, Accela was preliminarily determined to offer the best option for the City Due to a greater awareness of the capability of each system, Staff updated the statement of work document to capture the detailed Item 13. - 3 xs -238- Dept ID IS-2016-01 Page 4 of 6 Meeting Date 5/16/2016 needs of each user department The updated statement of work would also serve as the main document in our contract with the vendor Due to the updated statement of work document, Staff requested "best and final offers" from both of the finalist firms In reviewing these offers, Staff analyzed the initial implementation and licensing cost and the long-term cost including annual maintenance of the system assuming a ten to fifteen -year life cycle Based on system functionality and long-term cost, Staff selected Accela and began the process of negotiating contract terms From a functionality standpoint, Accela has a superior platform that increases staff productivity, is more intuitive, easier to navigate and provides greater functionality than its competitors ' This functionality would increase automation and productivity by allowing Staff to communicate more effectively while our customers benefit from being able to utilize industry -leading technology for improved online services, such as plan reviews, online business license applications and renewal, and project status updates Selection of Accela: Accela is an industry leader in designing and delivering productivity and engagement software to help government agencies Today, citizens are savvy to how services should be delivered, and expect a consistently convenient, openly transparent view into their local government As demonstrated through the City's intensive selection process, Accela was found to provide a robust solution designed to increase customer engagement, improve efficiency, and deliver transparency to strengthen our community and development services process These deliverables include • Planning, Zoning, Permitting, Inspections, Business License and Enforcement processes for improved customer service and increased business efficiency • Citizen web access for online constituent services • Electronic Plan Review • GIS integration that allows creation and editing of development projects from a map • Mobile field inspections & investigations across any Windows, iOS, and Android device in both an online & offline state • Robust reporting that is simple to use and document for elected official, management, and public review Currently, Accela's solutions serve more than 2,100 communities worldwide, including over half of America's largest cities Accela provides platform services to over 53 California cities, counties and special district customers including Anaheim, Yorba Linda, San Diego, and many more cities located across Southern California Implementation: If approved, the system is estimated to take approximately 24 months from start date to go -live, with a projected start date of August 1, 2016 Implementation is a critical phase of any new enterprise system, specifically one that cuts across the majority of the City's departments During this implementation, Staff will be participating with the vendor in installing, testing, and ensuring that the software is meeting the expectations of the City As was necessary for past implementation of major enterprise software systems in the City such as the financial system, additional staffing may be required at times in impacted departments Additional staffing is defined as the staffing necessary, through contract or backfill methods, provided to cover a primary frontline staff person who is performing a duty solely as a means to implement the software system, such as training other staff, attending offsite training, or assisting the vendor on implementation activities While the selection of the software was in part because of its intuitive features and ease of functionality, the participating Departments are nonetheless preparing for the potential to provide additional staffing as needed to ensure this enterprise system is implemented correctly and that all affected Staff are proficient in the day-to-day use of the system Additional staffing costs will be reviewed between the departments and the Finance Department and, if necessary, adjustments will be made to cover additional lemporary staffing needs in future budgets Potential additional staffing needs are unknown at this time but may range from half to a whole full-time equivalent position depending on the department over the course of the two year implementation period xB -239- Item 13. - 4 Dept ID IS-2016-01 Page 5 of 6 Meeting Date 5/16/2016 Benefits of the Enterprise Land Management System: As stated previously, the City's current development permitting system is no longer fully supported and it is virtually technically obsolete In addition, while the system does assist in automating the City's development services processes, many processes are still done manually and Integration with other City systems is either lacking or not supported Finally, the availability of the system to the public is very limited and, in the age of online access and high demands for public information, the current system is a significant public access failure An enterprise system is defined as a large scale application software package that supports business processes, information flows, reporting and data analytics in a complex system Accordingly, an enterprise land management system is a large scale system designed to tie many departments within a city together generally related to land management, permitting, and development services An enterprise system, such as the Accela Automation, will greatly improve communication across departments, improve reporting, and connect departments electronically to increase the efficiency and effectiveness of the development services process For the City, the following departments will be part of the system Community Development (Building, Planning, and Code Enforcement), Finance (Business License) and payment ability, Public Works, Fire Department, and the Police Department Additional departments such as Community Services and Office of Business Development will have access for reports and, when applicable, will be routed development applications for review and comment City Staff will benefit in that the new system brings increased automation in day-to-day activities Greater efficiencies are obtained through fewer repetitive steps in processing a development application, routing the application for review, and in better communication with developers and project applicants The provision for on-line electronic plan checking will allow for project applicants to submit files electronically, for those files to be routed electronically to various departments and outside consultants, and for the entire package with all edits/revisions to be furnished electronically back to the applicant The online ability to accept applications, payments, and plans will facilitate communications with applicants and reduce the need for timely over the counter transactions In today's environment of 24/7 electronic communication, massive data files, and mobile connectivity, the proposed system brings the City's development services processes into the current technological age The increased benefit to the public is through greatly improved online services for planning, permitting, and inspection across the Community Development, Fire, and Public Works departments as well as the code enforcement function Residents and contractors gain 24-hour online access to submit, make payment, track, and schedule activities related to an application or project When implemented, applications can be submitted online, plans and documentation uploaded, and turnaround times are reduced as plans can be electronically checked and returned in less time than manual processes For residents who are using a contractor, the new system will allow online access and review of how the project is progressing from the initial planning stages all the way through building inspection with easy to use online reports For the contractor, the mobile applications will allow online scheduling of inspections Finally, with the business license module, business owners will now be able to process license renewals online at their convenience Environmental Status Not applicable Strategic Plan Goal Enhance and Maintain City Service Delivery Item 13. - 5 HB -240- Dept ID IS-2016-01 Page 6 of 6 Meeting Date 5/16/2016 Attachment(s) 1 Contract Svcs Summaries (Accela and Tyler) 2 Software Implementation Services Agreement 3 Software License Agmt with Addendum 4 Support and Maintenance Agmt with Addendum 5 Accela CityGov App Terms and Conditions 6 Request for Proposal (RFP) 7 Accela RFP Response 8 City Citizen Portals Hs -24 1 - Item 13. - 6 �' � � -- - L x �,J � fir.: SOFTWARE CONTRACT SERVICES SERVICE: Enterprise Land Management Software Purchase and Implementation SERVICE DESCRIPTION: Provide Enterprise Land Management software to replace the City's current software. Services will include the configuration, implementation, and training of staff on the comprehensive software system. VENDOR: Accela, Inc. OVERALL RANKING: 1 (Total Score: 118) SUBJECT MATTER EXPERTS/RATERS DEPARTMENTS SECTIONS: 1. Community Development (Building, Planning, and Code Enforcement) 2. Fire 3. Finance (Accounting and Business License) 4. Public Works 5. Information Services (Business Systems and GIS). I. MINIMUM QUALIFICATIONS REVIEW • Written Proposal Score: 67 Accela Inc. — Minimum Qualifications Review Total Weighted Maximum Criteria Score Score Clarity 4 5 Functional Requirements 24 30 Experience 16 20 Compatibility 9 15 Acceptance of terms 8 10 Local Vendor Preference 0 10 Price & Quality 6 10 Total 67 100 IL DUE DILIGENCE REVIEW • Reference Check Ranking: 1 • Vendor Demo Ranking: 1 • Site Visit Ranking: 1 Accela, Inc. Summary of Review • 1. Staffing: Excellent • 2. Experience: Excellent • 3. Qualifications: Excellent • 4. Implementation: Excellent Criteria References Vendor On -Site Demo Site Visits Best & Final Offer Tntal Bence Review Total Weighted Maximum Score Score 9 15 15 15 15 15 12 15 51 4 60' Item 13. - 7 SOFTWARE CONTRACT SERVICES SERVICE: Enterprise Land Management Software Purchase and Implementation SERVICE DESCRIPTION: Provide Enterprise Land Management software to replace the City's current software. Services will include the configuration, implementation, and training of staff on the comprehensive software system. VENDOR: Vendor #2 OVERALL RANKING: 2 (Total Score: 115) SUBJECT MATTER EXPERTS/RATERS DEPARTMENTS SECTIONS: 1. Community Development (Building, Planning, and Code Enforcement) 2. Fire 3. Finance (Accounting and Business License) 4. Public Works 5. Information Services (Business Systems and GIS). I. MINIMUM QUALIFICATIONS REVIEW • Written Proposal Score: Vendor #2 — Minimum Qualifications Review Total Weiqhted Maximum Criteria Score Score Clarity 4 5 Functional Requirements 24 30 Experience 16 200 Compatibility 12 15 Acceptance of terms 8 10 Local Vendor Preference 0 10 Price & Quality 6 10 Total 70 100 II. DUE DILIGENCE REVIEW • Reference Check Ranking: 2 • Vendor Demo Ranking: 2 • Site Visit Ranking: 2 Vendor #2 - Summary of Review • 1. Staffing: Above Average • 2. Experience: Excellent • 3. Qualifications: Above Average • 4. Implementation: Average Vendor #2 — Due Diligence Review Total Weighted Maximum Criteria Score Score References 9 15 Vendor On -Site Demo 12 15 Site Visits 12 15 Best & Final Offer 12 15 Total 45 60 Item 13. - 8 HB -243- J- _ _ --_ = - � �: .. _ - = _: - _ _ _- _- _ ._ __ _. :.:: �- SOt',,TWARE IMPLEMENTATION SERVICES AGREEMENT THIS AGREEMENT made as of the � d y of ,. BETWEEN: ACCELA, INC. ("Accela") - and - City of Huntington Beach ("Organization") RECITALS The Organization wishes retain Accela to perform the Services (as defined herein). The Organization and Accela agree to enter into three (3) separate agreements each dealing with a separate aspect of the software: a Software License Agreement, a Support and Maintenance Agreement and a Software Implementation Services Agreement. NOW THEREFORE, in consideration of the mutual covenants set out in this Agreement and for other good and valuable consideration (the receipt and sufficiency of which is hereby acknowledged), the parties agree as follows: ARTICLE I INTERPRETATION 1.1 Definitions Throughout this Agreement, except as otherwise expressly provided, the following words and expressions shall have the following meanings: (a) "Agreement" and similar expressions mean this Software Implementation Services Agreement, including all of its Schedules and all instruments supplementing, amending or confirming this Agreement. All references to "Articles" or "Sections" mean and refer to the specified Article or Section of this Agreement except where a different agreement is explicitly identified. (b) "Change Order" means any written documentation between the Organization and Accela evidencing their agreement to change particular aspects of this Agreement. (c) "Completion of Services" means that the Software is fully operational and performing in conformity with the specifications set out herein. For purposes of this Agreement, Completion of Services will be deemed to have occurred on the date which the Organization issues a Letter of Completion confirming that Accela has fully implemented the Software Application and related services pertaining to the part of the application which has gone live. (d) Critical Deliverables means the Project Plan and the Go -Live dates (as indicated in the Project Plan). (e) Go -Live Dates means the mutually agreed upon dates for the Application Software to function in the production environment. (f) "Required Programs" has the meaning set out in Section 2.3(b) hereof. (g) "Scope of Work" means the scope of work appended hereto as Schedule "A" delineating, among other things, the Services that will be provided by Accela to Organization pursuant to this Agreement, as such schedule may be amended or modified by mutual specific written agreement of the parties' respective representatives from time to time in accordance with the terms of this Agreement. (h) "Services" has the meaning set out in Section 2.1 hereof. To the extent that a capitalized word is used in this Agreement, should it not be properly defined in this Agreement then it shall have the meaning attributed to it in the Software License Agreement executed concurrently with this Agreement. Any discrepancy between a defined term in this Agreement and one in the Software License Agreement shall be resolved in favour of the definition in this Agreement, to the extent that there is an inconsistency. 1.2 Schedules The Schedules described below and appended to this Agreement shall be deemed to be integral parts of this Agreement. Schedule "A" - Scope of Work Schedule "B" - Fee Structure & Payment Schedule Schedule "C" - Sample Form Change Order Schedule "D" - Accela RFP Response including Best & Final offer* *Accela RFP response is incorporated to the extent not subsequently expressly revised, clarified or updated by the Parties. "Accela's RFP Response" includes the functional requirements that were listed by Organization in the RFP and responded to by Accela as "Fully Provided" ("FP). The Organization has the right to waive any of these requirements until such time as the Traceability Matrix is mutually agreed and completed by Accela and Organization, at which time the Traceability Matrix will replace Accela's functional requirements response. Agreement and completion of the Traceability Matrix will occur no later than 4 weeks after the To -Be -Analysis Deliverable (included in the SOW) is completed. -2- In the event of any conflict or inconsistency between the terms and conditions in the main body of this Agreement and the terms and conditions in any Schedule, the conflict shall be resolved by adhering to the following order of precedence: • Articles I - VI and Attachments A and B • Attachment D ARTICLE II CONSULTING SERVICES 2.1 Accela's Services In order to achieve the Completion of Services, Accela agrees, subject to the terms and conditions of this Agreement, to perform the following services (the "Services") for the Organization: (a) Oversee and implement the conversion from the Organization's existing software applications to Accela's Software. (b) Install the Software and perform necessary set up and configuration operations. (c) Provide training. (i) Accela recommends a maximum of ten (10) people in each training class for optimal training. In any training class exceeding ten (10) people, Organization may be assessed an additional charge for additional instructors. (ii) Organization is required to make copies of the training manuals required for the training classes either by photocopy or electronic duplication each of which is subject to the restrictions and obligations contained in this Agreement. (iii) On-line reference documentation is delivered with each release. Organization may print this documentation solely for its internal use. (iv) Cancellation of any on -site Services by Organization is allowed for any reason if done in writing more than fourteen (14) days in advance of such Services. Organization will be billed for any non -recoverable direct costs incurred by Accela that result from a cancellation by Organization with fourteen (14) days or less of scheduled on -site Services. Additionally, Organization hereby acknowledges that cancellation of on -site Services means that such on -site Services will be rescheduled as Accela's then current schedule permits. Accela is not responsible for any delay in Organization's project resulting from Organization's cancellation of -3- Services. If upon Accela arrival, the Organization is not adequately prepared or has not completed the assigned tasks for such visit by Accela, then the Organization will be billed 100% of the on -site fee and scheduled on -site Services can be cancelled by Accela. If additional Services are required because the Organization was not adequately prepared, Accela will provide a Change Order to the Organization for the additional Services. (v) Organization may request a replacement trainer if, in the opinion of Organization, there is evidence that the trainer initially scheduled has been ineffective in conducting specific training sessions. ACCELA must be permitted to make reasonably corrective action in such event. If Accela has been notified that a particular training session was ineffective because of the qualifications or techniques of the trainer and uses the same trainer in a subsequent session, which also turns out to be ineffective, Organization will be entitled to withhold payment for the subsequent session until a makeup session with a qualified trainer can be completed at no additional cost to Organization. The training requirements, as set forth in Attachment A — "Statement of Work" may be modified only by mutual agreement. (d) The Scope of Work describes in greater detail the Services, the method by which the Services shall be performed and other obligations on the part of the two parties. To the extent that the Scope of Work more explicitly details the Services or the obligations of a party, then those details shall prevail over any other document that is less explicit. All services and work necessary for installation, implementation and configuration of all Application Software, as listed in the Price Summary, detailed in the Statement of Work and at the agreed upon Payment Schedule (Attachment B) and within the mutually agreed Project Schedule, meeting the Project Task Requirements to Project Completion. 2.2 Performance by Accela (a) Manner of Performance -- Accela shall perform the Services in an efficient, competent and timely manner and exercise reasonable care, skill and diligence in the performance thereof (b) Accela's Discretion -- Accela shall determine in its sole discretion the manner and means by which the Services shall be performed; with .due consideration of adequate knowledge transfer to the Organization personnel. Accela will communicate openly with the Organization on its methodology, manner and means. (c) Conduct on Organization's Premises -- The Services shall be performed with the Organization's full co-operation, on the premises of the Organization or, if agreed to by both parties, at an alternative location. Accela agrees, while working on the Organization's premises, to observe the Organization's rules and policies relating to the security thereof, access to or use of all or part of the Organization's premises and any of the Organization's property, including proprietary or confidential information. Accela agrees that when it is working on the Organization's premises, its personnel shall observe the. Organization's administrative and ethics codes relating to the security, access or use of all or part of the Organization's premises and any of the Organization's property, including proprietary or confidential information. (d) Inquiries by Organization -- Accela shall respond expeditiously to any inquiries pertaining to this Agreement from the Organization. (e) Independence -- As an independent consultant, Organization retains Accela on an independent contractor basis and not as an employee. s (f) Coordination of Services -- Accela agrees to work closely with Organization staff in the performance of Services and shall be available to Organization's staff, consultants, and other staff at all reasonable times. (g) Maintenance and Inspection -- Accela shall maintain complete and accurate records with respect to all costs and expenses incurred under this Agreement. All such records shall be clearly identifiable. Accela shall allow a representative of Organization, during normal business hours, to examine, audit, and make transcripts or copies of such records and any other documents created, pursuant to the Agreement. Accela shall allow inspection of all work, data, documents, proceedings, and activities related to the agreement for a period of two (2) years from the date of final payment under this Agreement unless Accela is required to maintain such records pursuant to any law or regulation. 2.3 Performance by Organization (a) Co-operation by Organization -- The Organization acknowledges that the success and timeliness of the implementation process shall require the active participation and collaboration of the Organization and its staff and agrees to act reasonably and co-operate fully with Accela to achieve the Completion of Services. (b) Required Programs -- The Organization acknowledges that the use of the Software requires that the Organization obtain and install additional required software programs (the "Required Programs"), as detailed in Schedule "A" of the Software License Agreement, and the Organization agrees that the acquisition of the Required Programs shall be at its sole cost and that the cost thereof is not included in the fees herein. The Organization further acknowledges that the operation of the Software requires the Organization's hardware to be of sufficient quality, condition and repair, and the Organization agrees to maintain its hardware in the appropriate quality, condition and repair at its sole cost and expense, in order to facilitate the achievement of Completion of Services. If the Organization has not properly installed the Required Programs on hardware of sufficient quality, condition and repair, Accela shall have the right to suspend the Services and the related scheduled -5- time frames until these issues have been dealt with by Organization sufficiently and to Accela's reasonable satisfaction. (c) Project Manager -- The Organization shall appoint a project manager (the "Project Manager") who shall work closely with Accela to facilitate the successful completion of the implementation process and who shall be responsible for supervising the staff of the Organization and their co-operation with and participation in such process. (d) Additional Organization Obligations (i) Organization shall install all Updates within a reasonable period of time of Organization's notification of their availability. However, any fix or correction designated as "critical" by Accela shall be implemented by Organization within thirty (30) days of notification to the Organization by Accela of its availability. (ii) Organization shall notify Accela of suspected defects in any of theDeliverables. Organization shall provide, upon Accela request, additional data deemed necessary or desirable by Accela to reproduce the environment in which such defect occurred. (iii) Organization shall allow the use of online diagnostics on the Software supplied by Accela to Organization, if required by Accela during problem diagnosis. Organization shall provide to Accela, at Organization's expense, access to the Designated Computer System via the Organization's firewall to communications software (e.g. PC Anywhere, WebEx, Web Demo). (iv) Organization shall ensure that its personnel are, at relevant stages of the project, educated and trained in the proper use of the Software in accordance with applicable Accela manuals and instructions. If Organization's personnel are not properly trained as mutually determined by Accela and Organization, Organization agrees that such personnel will be trained by Accela or Organization within fifteen (15) days of determination. If Organization desires Accela to perform the required training then Accela shall be compensated in accordance with this Agreement. (v) Organization shall establish proper backup procedures necessary to replace critical Organizational data in the event of loss or damage to such data from any cause. Organization shall provide Accela with access to qualified functional or technical personnel to aid in diagnosis and to assist in repair of the Software in the event of error, defect or malfunction. (vi) Organization shall have the sole responsibility for: (A) the performance of any tests it deems necessary prior to the use of the Software. Irom (B) assuring proper Designated Computer System installation, configuration, verification, audit controls and operating methods. (C) implementing proper procedures to assure security and accuracy of input and output and restart and recovery in the event of malfunction. (D) timely upgrade and keeping current all third party license releases and/or Software products to meet the requirements of the Software. 2.4 LETTER(S) OF COMPLETION Within 90 days after go -live, Organization will provide Accela with a Letter of Completion confirming that Accela has fully implemented all Services Deliverablesand related services; 1. Accela has met all requirements of the Agreement, including completion of all services and work necessary, subject to the agreed upon Project Plan; 2. Accela has provided training to the Organization as required by this contract; 3. Accela has provided all Deliverables to be purchased under this Agreement as set forth in Attachments A and B; 4. All required Acceptance Testing has been completed by the Organization and the Deliverables has been found to be meet acceptance criteria; 5. All software purchased under this agreement is fully loaded into the Organization's hardware environment, and is operating in accord with the requirements of this Agreement. ARTICLE III REPRESENTATIONS AND WARRANTIES 3.1 Warranty Accela warrants that the Services will be performed in a professional and diligent manner by personnel who are competent in performing their individual tasks. Accela shall have no liability hereunder if the Organization has modified the Software, Deliverables or any other work product provided by Accela, except where such modification is reviewed and approved of Accela and Accela expressly agrees, in a signed writing, to be responsible for the modification. All materials (excepting software products, which may be covered by maintenance), if any, and any associated workmanship, will be free from material errors, faults, and defects and in material conformance with the terms of this Agreement and the associated SOW for a period of nine (9) -7- months following City's acceptance. This warranty applies to Accela prepared interfaces to the extent that deficiencies or failures in performance are attributable to interfaces or portions thereof which were developed by Accela and are maintained by Accela. The warranty is not available for any interface that has been developed or materially -modified by parties other than Accela or agents/subcontractors. Should City request Accela to provide services for an issue that is determined to fall outside the scope of the warranty, City and Accela will establish compensation for Accela for its effort to determine the cause, in accordance with the hourly rate in the established rate card. Warranty for CitiGovApp products/deliverables are provided by CitiGovApp pursuant to CGA terms (as attached to the applicable purchase document(s)). 3.2 No Other Warranties The express warranties contained above are in lieu of all other representations, warranties and conditions, express or implied, whether arising by statute or otherwise in law or from a course of dealing, or usage of trade. Without limiting the generality of the foregoing, Accela does not represent or warrant and the Organization acknowledges that there are no further representations or warranties, whether express or implied, including any warranties regarding the merchantability of the Services nor for any outcome. ARTICLE IV FEES AND PAYMENTS 4.1 Fees and Payments and Penalties (a) The Organization agrdes to pay Accela total fees as delineated in Schedule "B" The fee structure and payment schedule is outlined in the attached Schedule "B". (b) During the term of this Agreement, Accela shall, from time to time, deliver invoices to Organization. Each invoice delivered to Organization by Accela shall be due and payable upon receipt thereof by Organization. (c) In the event Organization fails to pay all or any portion of an invoice on or before ninety (90) days after the date it becomes due, in addition to all other remedies Accela has under this Agreement or otherwise, Accela shall have the option to suspend or terminate all Services under this Agreement. Suspension or termination of any such Services shall not relieve the Organization of its obligation to pay its outstanding invoices, including any applicable late charges. (d) Accela shall be responsible for paying all taxes, fees, assessments and premiums of any kind payable on its employees and operations. Any tax Accela may be required to collect or pay upon the delivery of the Services described in this Agreement shall be paid by Organization and are excluded from a the prices listed in Schedule "B" and such sums (including the payment of the taxes) shall be due and payable to Accela upon receipt of an invoice. Any taxes levied after delivery of the Services described in this Agreement shall be paid by Organization. The Organization shall WE be responsible for the payment of any applicable duties and sales/consumption taxes. 4.2 Change Orders With respect to any proposed changes to the Services defined by this Agreement that do not materially impact the scope of either party's work effort required under this Agreement, the parties will cooperate in good faith to execute Change Orders in respect thereof, and will not unreasonably withhold approval of such proposed changes. If either party causes or requests a change that, in the reasonable opinion of the other party, materially impacts the scope of the parties' work effort required under this Agreement, such as, but not limited to, changes in the allocation of the resources of the Organization and of Accela applied to a task, changes in completion schedules for individual tasks or for overall implementation, and changes in staffing that require a party to provide additional work hours, the other party may propose a change to cover the additional work effort required of it. Approval of any such proposed changes will not be unreasonably withheld (it being acknowledged that any such material changes may require modifications to the consideration paid, and timelines governing, the Services), and any disputes regarding changes shall be handled initially by discussions between the parties which will be convened in good faith by the parties to resolve any such matters in dispute. A sample change order is presented in Schedule "C" •ARTICLE V REMEDIES AND LIABILITY 5.1 Remedies and Liability (a) Termination of this Agreement shall not affect any right of action of either party arising from anything which was done or not done, as the case may be, prior to the termination taking effect. (b) The Organization and Accela recognize that circumstances may arise entitling the Organization to damages for breach or other fault on the part of Accela arising from this Agreement. The parties agree that in all such circumstances the Organization's remedies and Accela's liabilities will be limited as set forth below and that these provisions will survive notwithstanding the termination or other discharge' of the obligations of the parties under this Agreement. (c) EXCEPT FOR DAMAGES ARISING OUT OF (a) DAMAGE TO TANGIBLE PROPERTY OR (b) INJURY OR DEATH TO PERSONS, BOTH PARTIES AGREE THAT THE AGGREGATE LIABILITY OF ACCELA TO ORGANIZATION FOR ALL CLAIMS, SUITS, ACTIONS AND PROCEEDINGS HOWSOEVER ARISING, DIRECTLY OR INDIRECTLY, UNDER OR RELATING TO THIS AGREEMENT OR ITS SUBJECT MATTER, INCLUDING THOSE BASED ON BREACH OR REESCISSION OF CONTRACT, TORT, BREACH OF TRUST, OR BREACH OF FIDUCIARY DUTY SHALL NOT EXCEED, IN THE AGGREGATE, THE FEES PAID BY ORGANIZATION TO ACCELA PURSUANT TO THE RELEVANT STATEMENT OF WORK. (d) IN ADDITION TO THE FOREGOING, NEITHER PARTY SHALL BE LIABLE TO THE OTHER FOR ANY CLAIMS FOR CONSEQUENTIAL DAMAGES, INCIDENTAL DAMAGES, INDIRECT DAMAGES, SPECIAL DAMAGES, AGGRAVATED DAMAGES, LOSS OF REVENUE, LOSS OF PROFITS, FAILURE TO REALIZE EXPECTED SAVINGS, LOSS OF DATA, LOSS OF BUSINESS OPPORTUNITY EITHER UNDER OR RELATING TO THIS AGREEMENT OR ITS SUBJECT MATTER, WHETHER BASED ON BREACH OF RESCISSION OF CONTRACT, TORT, BREACH OF TRUST, OR BREACH OF FIDUCIARY DUTY EVEN IF SUCH OTHER PARTY HAS BEEN ADVISED OF THE LIKELIHOOD OF THE OCCURRENCE OF SUCH DAMAGES. 5.2 Intent The parties agree that the limitation of liability as set out in Section 5.1 above shall apply under any circumstances (including as a result of a default under this Agreement, a tort related claim or breach of contract). For the purposes of Section 5.1 only, a party relying on the limitation of liability shall be deemed to include that party's shareholders, directors, officers, employees, elected officials and affiliates. 5.3 Remedies Where remedies are expressly afforded by this Agreement, such remedies are intended by the parties to be the sole and exclusive remedies of the Organization for liabilities of Accela arising out of or in connection with this Agreement, notwithstanding any remedy otherwise available at law or in equity. ARTICLE VI GENERAL 6.1 Force Majeure Neither party shall be liable for delay or failure in performance resulting from acts beyond the control of such party including, but not limited to, acts of God, acts of war or of the public enemy, riots, fire, flood, or other natural disaster, acts of government, strike, walkout, communication line or power failure, failure in operability or destruction of the Organization's computer (unless by reason of the negligence of a party to this Agreement) or failure or inoperability of any software other than the Software. Any applicable delivery schedule shall be extended by a period of time equal to the time lost because of any such delay. 6.2 Confidentiality (a) Duty Owed to the Organization -- Accela acknowledges that it may receive information from the Organization or otherwise in connection with this Agreement or the performance of the Services. Except for information in the public domain, -10- unless such information falls into the public domain by disclosure or other acts of the Organization or through the fault of the Organization, Accela agrees: (i) to maintain this information in confidence; (ii) not to use this information other than in the course of this Agreement; (iii) not to disclose or release such information except on a need -to -know only basis; (iv) not to disclose or release such information to any third person without the prior written consent of the Organization, except for authorized employees or agents of Accela; and (v) to take all appropriate action, whether by instruction, agreement or otherwise, to ensure that third persons with access to the information under the direction or control or in any contractual privity with Accela, do not disclose or use, directly or indirectly, for any purpose other than for performing the Services during or after the term of this Agreement, any material or information, including the information, without first obtaining the written consent of the Organization. (vi) Organization agrees to treat Accela confidential and proprietary information in a manner consistent with Accela's obligations regarding Organization's confidential information, as provided in this Section, but subject to public records laws applicable to Organization. 6.3 Termination (a) Except for those terms that explicitly survive the expiration or termination of this Agreement, this Agreement shall expire upon the Completion of Services. The parties may at any time revive this Agreement so that it may be used in relation to a new Scope of Work. (b) If Accela should neglect to perform the Services properly or otherwise fail to comply with the requirements of this Agreement, the Organization must notify Accela in writing of such default (a "Default Notice"). Upon receipt of a Default Notice, Accela must either correct the default at no additional cost to the Organization, or issue a written notice of its own disputing the alleged default, in either case within thirty (30) days immediately following receipt of a Default Notice. If Accela fails to correct the default, or issue a notice disputing the alleged default, in either case within ninety (90) days following receipt of the Default Notice, the Organization may terminate the whole of this Agreement or the part of this Agreement relating to the provision of Services and in such case will be responsible for payment to Accela of only that part of the fee earned by Accela for those Services performed up to the time of communication of such notice of termination to Accela. - 11 - (c) If the Organization should fail to comply with its obligations under this Agreement, Accela must notify the Organization in writing of such default (a "Default Notice"). Upon receipt of a Default Notice, the Organization must correct the default at no additional cost to Accela, or issue a written notice of its own disputing the alleged default, in either case within thirty (30) days immediately following receipt of a Default Notice. If the Organization fails to correct the default, or issue a notice disputing the alleged default, in either case within ninety (90) days following receipt of the Default Notice, Accela may terminate the whole of this Agreement and in such case the Organization will be responsible for payment to Accela of only that part of the fee earned by Accela for that part of the Services performed in accordance with this Agreement up to the time of communication of such notice of termination to the Organization. (d) The termination of this Agreement prior to the Completion of Services shall result in the concurrent termination of the Support and Maintenance Agreement and of the Software License Agreement. The termination or expiration of this Agreement following the Completion of Services shall not affect the rights of either party in either the Support and Maintenance Agreement or the Software License Agreement: 6.4 Mediation The parties agree to submit any claim, controversy or dispute arising out of or relating to this Agreement or the relationship created by this Agreement to non -binding mediation before bringing a claim, controversy or dispute in a court or before any other tribunal. The mediation is to be conducted by either an individual mediator or a mediator appointed by mediation services mutually agreeable to the parties. The mediation shall take place at a time and location which is also mutually agreeable; provided; however, in no event shall the mediation occur later than ninety (90) days after either party notifies the other of its desire to have a dispute be placed before a mediator. Such mediator shall be knowledgeable in software system agreements. The costs and expenses of mediation, including compensation and expenses of the mediator (and except for the attorney fees incurred by either party), is to be shared by the parties equally. If the parties are unable to resolve, the claim, controversy or dispute within ninety (90) days after the date either party provides the other notice of mediation, then either party may bring and initiate a legal proceeding to resolve the claim, controversy or dispute unless the time period is extended by a written agreement of the parties. 6.5 Addresses for Notice Any notice required or permitted to be given to any party to this Agreement shall be given in writing and shall be delivered personally, mailed by prepaid registered post or sent by facsimile to the appropriate address or facsimile number set out below. Any such notice shall be conclusively deemed to have been given and received on the day on which it is delivered or transmitted (or on the next succeeding business day if delivered or received by facsimile after 5:00 p.m. local time on the date of delivery or receipt, or if delivered or received by facsimile on a day -12- other than a business day), if personally delivered or sent by facsimile or, if mailed, on the third business day following the date of mailing, and addressed, in the case of Accela, to: ACCELA, INC. 26633 Camino Ramon Suite 120 Bishop Ranch San Ramon, CA. 94583 Attention: Contract Administration Telephone: (925) 659-3200 and in the case of the Organization, to: CITY OF HUNTINGTON BEACH 2000 Main Street Huntington Beach, CA. 92648 Attention: Jim Slobjan, Finance Manager Telephone: (714) 960-8820 Each party may change its particulars respecting notice, by issuing notice to the other party in the manner described in this Section 7.5. 6.6 Assignment Neither party may assign any of its rights or duties under this Agreement without the prior written consent of the other party, such consent not to be unreasonably withheld, except that either party may assign to a successor entity in the event of its dissolution, acquisition, sale of substantially all of its assets, merger or other change in legal status. The Agreement shall inure to the benefit of and be binding upon the parties to this Agreement and their respective successors and permitted assigns. 6.7 Reorganizations The Organization acknowledges that where a "Reorganization" occurs as that term is defined in the Software License Agreement, the same provisions related thereto shall apply to this Agreement. The application of a Reorganization may result in a change in the fees provided for in these provisions. 6.8 Entire Agreement This Agreement shall constitute the entire agreement between the parties hereto with respect to the matters covered herein. No other agreements, representations, warranties or other matters, oral or written, purportedly agreed to or represented by or on behalf of Accela by any of its employees or agents, or contained in any sales materials or brochures, shall be deemed to bind the parties hereto with respect to the subject matter hereof. Organization acknowledges that it is entering into this Agreement solely on the basis of the representations contained herein. - 13 - 6.9 Section Headings Section and other headings in this Agreement are for reference purposes only, and are in no way intended to describe, interpret, define or limit the scope or extent of any provision hereof. 6.10 Governing Law This Agreement shall be governed by the laws of the State of California in which Organization is located. 6.11 Trial by Ju Organization and Accela hereby waive, to the fullest extent permitted by applicable law, the right to trial by jury in any action, proceeding or counterclaim filed by any party, whether in contract, tort or otherwise, relating directly or indirectly to this Agreement or any acts or omissions of Accela in connection therewith or contemplated thereby. 6.12 Invalidi The invalidity or unenforceability of any provision or covenant contained in this Agreement shall not affect the validity or enforceability of any other provision or covenant herein contained and any such invalid provision or covenant shall be deemed to be severable. 6.13 Waiver A term or condition of this Agreement may be waived or modified only by written consent of both parties. Forbearance or indulgence by either party in any regard shall not constitute a waiver of the term or condition to be performed, and either party may evoke any remedy available under the Agreement or by law despite such forbearance or notice. 6.14 Counterparts This Agreement may be executed in counterparts (whether by facsimile or PDF signature or otherwise), each of which when so executed shall constitute an original and all of which together shall constitute one and the same instrument. 6.15 Survival Section 4.1 and Articles V and VI shall survive the termination and/or expiration of this Agreement. 6.16 Competitive Bid Organization has conducted a competitive evaluation and has concluded such efforts with this negotiated Agreement (including any addenda hereto); therefore, this Agreement may serve as the basis for similar agreements whereby other entities may contract separately -14- with Accela. Organization agrees that Accela may disclose all or any portion of this Agreement to any of its current or prospective customers. 6.17 Further Assurances The parties shall do all such things and provide all such reasonable assurances as may be required to consummate the transactions contemplated hereby, and each party shall provide such further documents or instruments required by any other party as may be reasonably necessary or desirable to effect the purposes of this Agreement and carry out its provisions. IN WITNESS WHEREOF the parties hereto have duly executed this Software Implementation Services Agreement to be effective as of the date first written above. ACCELA, Inc. r C. B� �VL Vice President / Asst. Corp. Secretary Dated l Vfhlf 2-0/& -15- CITY OF HUNTINGTON BEACH A California ni ipaVorpgration Mator Cit# Clerk APPROVED ty Attorney 'f t 1$( sh b INITIA7-ND APPROVED: Cl� of Informat n Services REV D APPROVED: Ci er Schedule "A" Scope of Work MAcceta civic good Statement of Work City of Huntington Beach, CA Accela Civic Platform Implementation 3/31 /2016 Version 2.2 Accela, Inc. 2633 Camino Ramon Suite 120 San Ramon, CA 94583 Tel: 925-659-3200 Fax: 925-659-3201 Proprietary and Confidential Page 1 MAccela civic.good TABLE OF CONTENTS TABLEOF CONTENTS.....................................................................................................................................................................2 UMENTCONTROL................................................................................................................................................................... INTRODUCTION........................................................................................................................................................................................ 6 CRITICALSUCCESS FACTORS..............................................................................................................................................................................................6 ACCELA IMPLEMENTATION METHODOLOGY..........................................................................................................................................................................7 SCOPEOF SERVICES.............................................................................................................................................................................. 8 AGENCYDEPARTMENTS......................................................................................................................................................................................................8 ACCELAPRODUCTS............................................................................................................................................................................................................8 SCOPE DEFINITION ..... :....................9 PROJECTTIMELINE...........................................................................................................................................................................................................11 PAYMENTTERMS...................................................................................................................................................................................11 PAYMENTSCHEDULE........................................................................................................................................................................................................11 EXPENSES........................................................................................................................................................................................................................13 CONTRACTSUM.......................................................................................................................................................................................:........................13 PROJECTSPUT ON HOLD.....................................................................................................................................................................13 ASSUMPTIONS..... .................................................................................... ........................... ............................................. .............. I., .... ........ 13 GENERAL.........................................................................................................................................................................................................................13 SCOPEAND TIMELINE........................................................................................................................................................................................................14 AGENCYRESOURCING......................................................................................................................................................................................................14 ACCELARESOURCING.......................................................................................................................................................................................................15 GOLIVE AND GO LIVE SUPPORT........................................................................................................................................................................................15 PROJECTCOMPLETION.....................................................................................................................................................................................................15 ACCEPTANCE....................................................................................................................................................................................................................15 DATACONVERSION...............................................................................................................................................................................15 GENERAL INFORMATION AND REQUIREMENTS FOR HISTORICAL CONVERSIONS....................................................................................................................16 DATACONVERSION ASSUMPTIONS....................................................................................................................................................................................16 STANDARDDOCUMENT MIGRATION....................................................................................................................................................................................16 ADMINISTRATION.. ........................................................................ __ ............. ......................... . . ............. . . . ...................... 16 CHANGEIN -SCOPE MANAGEMENT......................................................................................................................................................................................16 EXPIRATION......................................................................................................................................................................................................................17 FINALACCEPTANCE..........................................................................................................................................................................................................17 APPENDIXA: DEFINITONS.........................................................................................................................................I..........................17 APPENDIX B: PROJECT RESOURCES.................................................................................................................................................19 AGENCYRESOURCES........................................................................................................................................................................................................19 ACCELARESOURCES........................................................................................................................................................................................................20 Proprietary and Confidential Page 2 MAcceta civic good APPENDIX C — DELIVERABLES............................................................................................................................................................ 23 PROJECTMANAGEMENT....................................................................................................................................................................................................23 STAGE1— INITIATION.....................................................................................................................................................................23 DELIVERABLE 1: PROJECT INITIATION............................................................................................................................................. 23 DELIVERABLE 2: ACCELA CIVIC PLATFORM SETUP — DEV AND TEST................................................................................................. 24 STAGE2 — To -BE ANALYSIS........................................................................................................................................................... 25 DELIVERABLE 3: TO -BE ANALYSIS SESSIONS...................................................................................................:.............................. 26 DELIVERABLE 4: TO -BE ANALYSIS DOCUMENTS.............................................................................................................................. 27 STAGE3— SOLUTION FOUNDATION....................................................................................................................................................28 DELIVERABLE 5: ACCELA CIVIC PLATFORM SOLUTION FOUNDATION................................................................................................. 28 STAGE4—BUILD 29 DATACONVERSION...........................................................................................................................................................................................................29 DELIVERABLE 6: HISTORICAL DATA CONVERSION ANALYSIS............................................................................................................30 DELIVERABLE 7: HISTORICAL DATA CONVERSION DEVELOPMENT......................................................................................................30 SYSTEMINTERFACES........................................................................................................................................................................................................31 DELIVERABLE 8: INTERFACE ANALYSIS AND DEVELOPMENT ............................................... .............................................................. 31 DELIVERABLE9: BUSINESS RULES.................................................................................................................................................32 DELIVERABLE 10: REPORT SPECIFICATIONS.....................................................................................................................................34 DELIVERABLE 11: REPORT DEVELOPMENT........................................................................................................................................34 DELIVERABLE 12: ACCELA GIS DEPLOYMENT...................................................................................................................................35 DELIVERABLE 13: ACCELA CITIZEN ACCESS DEPLOYMENT.................................................................................................................. 36 DELIVERABLE 14: ACCELA MOBILE DEPLOYMENT.............................................................................................................................. 36 DELIVERABLE 15: ACCELA ELECTRONIC PLAN REVIEW DEPLOYMENT................................................................................................. 37 STAGE5 —READINESS ................................................................................................................................................................... 38 DELIVERABLE 16: ADMINISTRATIVE TRAINING....................................................................................................................................38 DELIVERABLE 17: TRAIN THE TRAINER..............................................................................................................................................39 DELIVERABLE 18: REPORT WORKSHOP............................................................................................................................................39 DELIVERABLE 19: USER ACCEPTANCE TESTING(UAT)......................................................................................................................40 DELIVERABLE 20: ACCELA CIVIC PLATFORM SETUP - PRODUCTION.....................................................................................................41 STAGE6— DEPLOY.........................................................................................................................................................................42 DELIVERABLE 21: PRODUCTION SUPPORT.........................................................................:..............................................................42 DELIVERABLE 22: POST DEPLOYMENT AND TRANSITION TO CUSTOMER SUPPORT...............................................................................43 DELIVERABLE 23: FIRE MOBILE INSPECTION APP...........................................................................................................................................................43 APPENDIXD — RECORD TYPES............................................................................................................................................................ 45 BUILDING................................................................................................................................................................................................. 45 PLANNING............................................................................................................................................................................................... 45 CODE ENFORCEMENT... .................. ...................... .................................. ....... 46 FIRE. ........... ............. I ............................................... ...... . . ..................... ..................................... ......... 46 BUSINESSLICENSE...............................................................................................................................................................................47 DEVELOPMENT SERVICESIENGINEERING.........................................................................................................................................48 URBANRUNOFF ...... .............................. .............. ...................... ....... ............ ...:.............................................. ...... ..................................... 48 . APPENDIX E - DELIVERABLE ACCEPTANCE FORM.. ...... ...... ....... ...... ....... ............. ............................................. 49 APPENDIXF — CHANGE ORDER TEMPLATE...................................................................................................................................... 50 Proprietary and Confidential Page 3 MAcceta civic good SAMPLECHANGE ORDER — PAGE 1...................................................................................................................................................................................50 SAMPLECHANGE ORDER — PAGE 2...................................................................................................................................................................................51 APPENDIXG — CITYGOV APP SOW...................................................................................................................................................... 52 APPENDIXH — REPORT MATRIX.......................................................................................................................................................... 74 Proprietary and Confidential Page 4 M Accela civic good DOCUMENT CONTROL Date 11/6/15 Author Cindy Sullivan Version 1.0 Change Reference 1/13/16 Cindy Sullivan 1.1 Planning 1/14/16 Cindy Sullivan 1.2 Business License 1/15/16 Cindy Sullivan 1.3 Fire 1/19/16 Cindy Sullivan 1.4 Code Enforcement and Public Works 2/2/16 Ean Darbo 1.5 Updates to definitions and inclusion of RTM 2/12/16 Cindy Sullivan 1.6 Updates as discussed 2/17/16 Ean Darbo 1.6* Update to 10 Day Approval Timeline 2/18/16 Cindy Sullivan 1.7 Deliverable Pricing and Accept All Changes for Clean Version 2/19/16 Cindy Sullivan 1.8 Inclusive of Reports, % by Department and GovApp SOW and PM Reference. 2/25/16 Ean Darbo 1.9 Updates based on onsite meetings with Finance and Fire 3/8/16 Ean Darbo 2.0 Additional updates based on email commentary 3/23/16 Ean Darbo 2.0 Additional updates based on phone calls and webex's 3/30/16 Ean Darbo 2.1 Updates based on meeting with Fire and Building 3/31/16 Ean Darbo 2.2 Updates based on onsite Final SOW review onsite Proprietary and Confidential Page 5 M Accela civic good INTRODUCTION Congratulations on your selection of Accela, Inc. and their enterprise suite of industry leading software. The implementation of Accela products is designed specifically to meet the specific requirements defined by The City of Huntington Beach, California ("Agency"). Accela will utilize a best practice Implementation Methodology, based on previous client interactions and industry knowledge, to promote a successful project that will meet the Agency's objectives. The following Statement of Work will detail how Accela Services will implement the software you have purchased, including the major milestones and deliverables that will ensure your success. Accela is committed to providing a superior software solution, and deployment of the software, for the current and future needs of the Agency. Accela will work with Agency staff to optimize Accela's portfolio of software, best practices, and customer experience to enable the Agency to successfully deploy its Accela Automation software and meet its functionality, timing and cost requirements. This Statement of Work ("SOW") dated March 30, 2016, sets forth a scope and definition of the consulting/professional services, work and/or project (collectively, the "Services") to be provided by Accela ("Accela") to Agency. Capitalized terms not defined in this SOW are as defined in the Services Agreement. In the event of any conflict between the Agreement and this SOW, the terms of the Services Agreement shall govern. Scope not specifically defined within this document is excluded. CRITICAL SUCCESS FACTORS In order to successfully execute the Services described herein, there are several critical success factors that must be closely monitored and managed by Accela and Agency stakeholders: Dedicated Agency Participation — Agency acknowledges that its staff has the appropriate skills and subject matter expertise and that they are actively involved throughout the entire duration of Services as defined in the Project Plan. Accela will communicate insufficient participation of Agency resources through project status reports, and by other means, with real and potential impacts to the project. Accela will work with the project sponsors to determine appropriate team member involvement. This could range for example from full-time, during early analysis meetings, to part-time during the technical implementation stage. o Clear Business Objectives — Agency has clearly documented their business objectives before the commencement of the project, and shared those objectives with Accela o Requirements Identified and Documented — Agency and Accela identify, document, prioritize, and continually manage the Agency's technical, functional, data, and any other requirements that must be satisfied in order for the project to be considered successful by the Agency and Accela o Business Process Definition and Understanding — Agency must be able to articulate their current business processes and be willing to share that information with Accela, in particular during the To -Be Analysis stage of the project. If there is an expectation that the Agency's business processes might be modified during the project, the Agency and Accela must discuss this topic to determine what, if any, risks such an endeavor might introduce to the project. o Accela Implementation Methodology — This implementation has been scoped and planned around the Accela Implementation Methodology. It is imperative to the project's success that the Agency is willing to adhere / adopt to the Accela Implementation Methodology throughout the project o Knowledge Transfer — It is critical that Agency personnel participate in the analysis, configuration and deployment of the software being delivered in order for Accela to transfer knowledge to the Agency. Once Post Production assistance tasks are Proprietary and Confidential Page 6 M Accela civic good completed by Accela, the Agency assumes all day-to-day operations of Accela Civic Platform outside of the Support and Maintenance Agreement. Depending on the scope of the project, key knowledge transfer areas could include: • Configuration • Scripting • Batch Scripts • Interfaces • Event Management Scripts • Reports and Forms • Release Management ACCELA IMPLEMENTATION METHODOLOGY Accela will deliver its Services to the Agency by employing the methodology detailed in this section. This is a proven methodology that guides the project from inception to deployment, thereby increasing the chances of successfully implementing Accela software products. Project delivery through execution of this Implementation Life Cycle is described below. It is the execution of these six stages which allows Accela to provide to its customers high -quality services throughout the project. u'eveop heiuc.c�ns e+-::'. CUstornizaiion Review Goals aril Analyze and Design Configure System , ,-, P,(: , , unon �� iii �}l7EPLC3Y�� 4y Test. Train and Go live a" ' Pfopare for Go €rvr C1fo&eT-r The stages of project delivery flow in a linear direction, although many tasks within a stage or in different stages may run in parallel as appropriate in order to avoid project delays. Each stage has pre -defined objectives, tasks and deliverables. Depending on the exact scope of the project, a full complement or a subset of all potential deliverables will be delivered through the Services defined for the project. Employing this deliverables -based approach allows Accela and the Agency to understand the composition and 'downstream' impact of each deliverable to complete the project with quality and in a timely manner. INITIATION Initiation is the first stage in the lifecycle, during which the initial Project Plan is finalized, project scope and objectives are reviewed. In addition, high-level training on the Accela software is conducted to in order to introduce the project team to the application, TO -BE ANALYSIS To -Be Analysis is the second stage in the lifecycle. During the Analysis stage, Accela reviews existing Agency documentation, interviews Agency staff, and conducts workshops to understand the "To -Be" vision of the Agency that can be executed with the aid of Accela Civic Platform. It is during this stage that Accela gains a deeper understanding of Agency processes and business rules; simultaneously, the Agency begins to gain a deeper understanding of the methodology and the Accela Civic Platform capabilities. A key output of this stage is the To -Be Analysis Document(s) which serve as the 'foundation' for configuration of Accela Civic Platform to support the Agency's "To -Be" vision. Supplementing the To -Be Analysis Document(s) are the finalization of the inventories of all other solution components (e.g., interfaces, reports, event scripts, data conversion programs), and the creation of the configuration specification documents for these objects. SOLUTION FOUNDATION Solution Foundation is the third stage in the lifecycle. It begins upon completion of Stage 2, and, depending on the project may overlap briefly with the next stage, Build. During this stage, the Accela Civic Platform will be built to match the to -be Proprietary and Confidential Page 7 M Accela civic good processes agreed to in the To -Be Analysis stage. Essential to this effort is the configuration of the Record types (e.g., Case, Application, Permit, Work Order, etc.) that were agreed to during the To -Be Analysis stage. BUILD Build serves as the fourth stage in the lifecycle, and execution of this stage overlaps Configuration, but ends after Configuration is complete. During the Build stage, all defined elements during the Analysis stage beyond the Solution Foundation will be built and quality checked. This includes objects such as conversions, event scripts, interfaces and reports. READINESS Readiness is the fifth stage in the lifecycle. During the Readiness stage, Accela Civic Platform is fully tested, errors are identified, documented, and corrected. Additionally, the solution is prepared for deployment. As well, system administrators and end users are trained so that Agency staff members are prepared to use and maintain the software once it is in production. DEPLOY Deploy is the sixth and final stage in the lifecycle. During the Deploy stage, the applications are moved to production; all requisite pre -production activities are identified, tracked and completed, and post -production analysis and review is completed. Upon moving to production, the relevant aspects of Accela Civic Platform applications are transitioned to the Accela Customer Support Center ("CSC') for ongoing support. A formal transition occurs between the Accela Professional Services team and the CSC. The CSC instructs the Agency on available communication channels (e.g., telephone, email, online tracking system) and usage of the Accela knowledge base. Lastly, all documented issues or enhancement requests will be transitioned from the Accela Professional Services team to the CSC. SCOPE OF SERVICES The purpose of this section is to detail the departments, products and high level activities that comprise the Accela implementation for the Agency. AGENCY DEPARTMENTS The scope of this implementation is limited to the following Agency Departments / Divisions: • Community Development o Building o Planning o Code Enforcement • Fire • Finance o Business License o Cashiering Public Works o Development Services o Engineering o Transportation o Urban Runoff ACCELA PRODUCTS The following Accela products are in scope for this Project: • Accela Land Management • Accela License and Case Management Proprietary and Confidential Page 8 M Accela civic good • Accela GIS • Accela Mobile • Accela Citizen Access • Electronic Plan Review • CityGovApp Fire Mobile Inspection App SCOPE DEFINITION The Scope Definition table below provides detail and clarity on key areas of scope. The Scope Description defines areas of scope that can be quantified, may have ambiguity regarding definition and require change control if modified. Scope.. Solution Foundation (i.e., A total of 98 Permit / License / Case Record Types Record for Departments Records) for Land & have been identified. Accela will conduct analysis and configuration of 80% of Licensing the total as detailed below: 0 24 High Complexity 0 53 Medium Complexity 0 2 Low Complexity 0 5 Prototypes • Definition of complexity can be found in Appendix A. • City will develop remaining record types, approximately 20%, and target Record Types that have Best Practice Template's. The total of all known Record Types can be found in Appendix D. Data Conversion The following Data Conversions are in Scope: A. CityView by Harris Software B. Firehouse C. Urban Runoff Data, includes: o FSE Inspection Database o WQMP Master Database o NPDES Database D. Development Services Data, includes: o Public Works 2000 o Deed Processing Status o Dev Review Log o Development Plan Check Log o Harbor Permit Log E. Sire Document Migration For Each Data Source, 4 Test runs of the conversion will be conducted during the implementation, Interfaces Interfaces are in Scope as follows • California State License Board • Data Import RPS Batch Flat File • External Address/Parcel/Owner with GIS • Payment Processor - Elavon • Bi-Direction Integration — CUPA DATA Business Rules Conduct analysis sessions, document specifications and develop / unit test Business Rules for a maximum of items of the following category: Proprietary and Confidential Page 9 MAccela civic good 0 100 of Validation Scripts 0 20 of Fee Automation 0 20 of Record Creation 0 10 of General Automation 0 6 of Renewals 0 6 of Amendments • Definition of Business Rule categories can be found in Appendix A. • Business Rule development will be identified during Analysis. • The quantities above, will be distrusted among the Departments. It may be assumed the distribution quantities will be in accordance to the % of Record Types to Agency Total as outlined in 8pStndix D. Reports Conduct analysis sessions, document specifications and develop / unit test reports for a maximum of 45 Reports: 0 30 high complexity reports 0 15 medium complexity reports. Definition of complexity can be found in Appendix A. • Accela Report Training Workshop will be Conducted for further Report Development • Ad Hoc Report Training will be Conducted for Review of "Out of the Box" Reporting Functionality • The City and Accela will determine what 45 reports Accela will complete during the implementation. Accela GIS Setup and Configuration of Accela GIS including: • 6 Dynamic Themes • 6 Attribute Mapping • 6 Proximity Alerts Definition of GIS Components can be found in Appendix A. Accela Mobile Deployment of Accela Mobile so that Agency users can login and unit test. Electronic Plan Review Update console, text settings, and Quick Queries, for the following (EDR) departments: Building, Fire, Planning and Public Works Three custom stamps for static text, simple dnamic stamp and dynamic stamp Training Accela's Training encompasses: • Civic Platform Core Team Training — up to 2 days, 15 max attendees. • Civic Platform Admin Usage — up to 3.5 days, 10 max attendees. • Civic Platform Basic Event Manager Scripting — up to 1 day, 7 max attendees. • Civic Platform Advanced Event Manager Scripting — up to 1 day, 7 max attendees. • Accela Citizen Access — up to 1 day, 16 max attendees. • Electronic Plan Review, Qty 4, 4 hours each, up to 7 attendees. • Accela GIS — 4 hours, 16 max attendees. • Accela Mobile — 4, 2 Hour Sessions, 16 max attendees. • Train the Trainer, 5 days, 7 max attendees • Ad -Hoc Reporting — Qty 2, 4 hours each, 14 max attendees. • Report Workshop — 4 days, 7 max attendees. Proprietary and Confidential Page 10 M Accela civic good User Acceptance Testing Support for up to 6 calendar weeks of User Acceptance Testing. Support Deployment — Go Live Accela will perform the following activities in the weeks leading up to go -live: Preparation • Develop a Go Live Plan. • Migrate final version of system from Dev to Production environment. • Final Production run of Data Conversions. Deployment — Go Live Staff onsite for week ofgo-live and staff offsite for week two. i:J 1x41IIIIIIIIIrIIII&IAWL: The term of this project is 24 months and 1 Phase. Accela and Agency will jointly commit to a start date when resources are confirmed. Any Agency -requested delays after the start date is confirmed may require up to a forty-five (45) business day lead time for Accela to resource the project again. This start date requires Agency to have all appropriate hardware ordered and commissioned. If lack of hardware delays the initiation of the project beyond thirty (30) calendar days, Accela may provide a hosting environment for the Agency to avoid further delays. Upon initiation of these Services, the Accela Project Manager will work with the Agency Project Manager to collaboratively define a baseline project schedule. Given the fact that project schedules are working documents that change over the course of the project, the Accela Project Manager will work closely with Agency Project Manager to update, monitor, agree, and communicate any modifications within the Change Management process. PAYMENT SCHEDULE Accela will perform the Services on a Deliverable payment basis based on: the nature and scope of the Services and associated Deliverables outlined in Appendix C, the expected staffing requirements, project schedule, Accela's and Customer's roles and responsibilities and the other assumptions set forth in this SOW. Accela's total price to perform the Services and provide the Deliverables described in Appendix C is $2,098,080.00 exclusive of taxes and expenses (the "Fixed -Fee"). The Fixed -Fee price is based on the information available at the time of signing and the assumptions, dependencies and constraints, and roles and responsibilities of the Parties, as stated in this SOW. Invoices will be sent as soon as Accela's Deliverable Acceptance form is signed by the Agency in accordance with the Deliverable Payment Table as follows: Deliverable NA Description 15% Upon Contract Signing Amount $314,712.00 DELIVERABLE 1 PROJECT INITIATION $10,000.00 DELIVERABLE 2 ACCELA CIVIC PLATFORM SETUP - DEV AND TEST $10,000.00 DELIVERABLE 3A TO -BE ANALYSIS SESSIONS, Group A $35,000.00 DELIVERABLE 3B TO -BE ANALYSIS SESSIONS, Group B $35,000.00 DELIVERABLE 3C TO -BE ANALYSIS SESSIONS, Group C $35,000.00 DELIVERABLE 4A TO -BE ANALYSIS DOCUMENTS, Group A $30,000.00 DELIVERABLE 4B TO -BE ANALYSIS DOCUMENTS, Group B $30,000.00 DELIVERABLE 4C TO -BE ANALYSIS DOCUMENTS, Group C $30,000.00 DELIVERABLE 5A ACCELA CIVIC PLATFORM SOLUTION FOUNDATION, Group A $60,000.00 Proprietary and Confidential Page 11 MAcceta civic good DELIVERABLE 5B ACCELA CIVIC PLATFORM SOLUTION FOUNDATION, Group B $60,000.00 DELIVERABLE 5C ACCELA CIVIC PLATFORM SOLUTION FOUNDATION, Group C $60,000.00 DELIVERABLE 6A HISTORICAL DATA CONVERSION ANALYSIS, City View $25,000.00 DELIVERABLE 6B HISTORICAL DATA CONVERSION ANALYSIS, Firehouse $13,000.00 DELIVERABLE 6C HISTORICAL DATA CONVERSION ANALYSIS, Urban Runoff $10,000.00 DELIVERABLE 6D HISTORICAL DATA CONVERSION ANALYSIS, Development Services $25,000.00 DELIVERABLE 6E HISTORICAL DATA CONVERSION ANALYSIS, Sire $10,000.00 DELIVERABLE 7A HISTORICAL DATA CONVERSION DEVELOPMENT, City View $35,000.00 DELIVERABLE 7B HISTORICAL DATA CONVERSION DEVELOPMENT, Firehouse $10,000.00 DELIVERABLE 7C HISTORICAL DATA CONVERSION DEVELOPMENT, Urban Runoff $10,000.00 DELIVERABLE 7D HISTORICAL DATA CONVERSION DEVELOPMENT, Development Services $20,000.00 DELIVERABLE 7E HISTORICAL DATA CONVERSION DEVELOPMENT, Sire $10,000.00 DELIVERABLE 8A INTERFACE ANALYSIS AND DEVELOPMENT, Financial Batch Real Time $20,000.00 DELIVERABLE 8B INTERFACE ANALYSIS AND DEVELOPMENT, California State License Board $15,000.00 DELIVERABLE 8C INTERFACE ANALYSIS AND DEVELOPMENT, RIDS Flat File Export $15,000.00 DELIVERABLE 8D INTERFACE ANALYSIS AND DEVELOPMENT, Payment Processor $15,000.00 DELIVERABLE 8E INTERFACE ANALYSIS AND DEVELOPMENT, CUPA $25,000.00 DELIVERABLE 9 BUSINESS RULES $100,000.00 DELIVERABLE 10 REPORT SPECIFICATIONS $40,000.00 DELIVERABLE 11 REPORT DEVELOPMENT $40,000.00 DELIVERABLE 12 ACCELA GIS DEPLOYMENT $20,000.00 DELIVERABLE 13 ACCELA CITIZEN ACCESS DEPLOYMENT $35,000.00 DELIVERABLE 14 ACCELA MOBILE DEPLOYMENT $15,000.00 DELIVERABLE 15 ACCELA ELECTRONIC PLAN REVIEW DEPLOYMENT $25,000.00 DELIVERABLE 16 Administrative Training $16,872.00 DELIVERABLE 17 Train The Trainer $15,000.00 DELIVERABLE 18 Report Workshop $15,000.00 DELIVERABLE 19 USER ACCEPTANCE TESTING (UAT) $40,000.00 DELIVERABLE 20 ACCELA CIVIC PLATFORM SETUP - Production $15,000.00 DELIVERABLE 21 PRODUCTION SUPPORT $25,000.00 DELIVERABLE 22 POST DEPLOYMENT AND TRANSITION TO CUSTOMER SUPPORT $38,880.00 PROJECT MANAGEMENT Billed Monthly at $11,250 per month for 24 months $270,000.00 20% Retention, Upon Deliverable Completion $419,616.00 Total Services $2,098,080.00 Travel $75,600.00 Total Services and Travel $2,173,680.00 Proprietary and Confidential Page 12 M Accela civic good EXPENSES Actual amounts of any reasonable and customary travel expenses incurred during the performance of services under this SOW will be billed to Agency, according to Accela's expense policy. Accela will bill Agency for actual expenses incurred for travel and lodging/living, as well as other approved out-of-pocket expenses (such as mileage, parking, tolls and telecommunications charges, etc.). Accela will work with Agency to manage and control its expenses in accordance with Accela's global travel policy guidelines and will not incur expenses in excess of the initial contracted budget below without Agency's prior written consent. Expense receipts will be made available as requested by Agency. Total estimated expenses are based on past Accela engagement experience. Based on the assumption that there will be approximately 36 onsite trips at an estimated $2,100.00 each, the travel expense budget estimate is $75,600.00. Should the Agency require more onsite trips than the assumption above, a Change Order will be required in advance of the travel. CONTRACT SUM The total estimated amount payable under this Agreement for Services and Expenses is therefore $2,173,680.00 excluding taxes if applicable. PROJECTS PUT ON HOLD It is understood that sometimes Agency priorities are revised requiring the Agency to place the Accela implementation on hold. A Project Hold is a time frame in which all efforts on the project come to a halt and no work will be completed. In such a case, the Agency must send a formal written request sent to Accela in order to put the project on hold. A project can be on hold for up to 90 days without invoking the termination clause (see Services Agreement). After that time, Accela can choose to cancel the Statement of Work. If the Agency chooses to re-engage at a later date, Accela will provide a new Statement of Work with revised pricing. When a project is put on hold, a Change Management process will be invoked to: o Manage the ramp off of resources and safe -keeping of project artifacts o Pro -rate and invoice for partially completed deliverables o Transition and re -engagement of resources at the end of the hold period When a project goes on hold, project resources will be re -deployed and Accela will need a forty-five (45) calendar day notice to re -staff the project. Resumption of the project will be dependent upon Accela resourcing timelines. ASSUMPTIONS This section contains several assumptions upon which Accela has relied on in agreeing to perform the Services described in this SOW. If any of these prove to be incorrect, it may cause changes to the project's schedule, fees, expenses, work product, level of effort required, or otherwise impact Accela's performance of the Services described in this SOW. If this occurs, change requests may be required between the Agency and Accela. GENERAL o Agency shall provide the necessary tools, accounts, and permissions that will enable Accela to access the Agency's internal network for activities such as remote installation of software, interface development, and testing. This access must be provided through industry standard tools such as Virtual Private Network (VPN). Failure to provide this access in a timely fashion could result in a project delay, which in turn may necessitate a Change Order. o Accela will install the current, general release version of the Accela Civic Platform software that is available on the date of contract signing. o Agency will provide / purchase / acquire the appropriate hardware, software and infrastructure assets to support all required Accela software products for all technical environments as per the timeline defined in the Project Plan. Agency is responsible for the installation and maintenance of all third party products. Proprietary and Confidential Page 13 MAcceta civic good o Agency will provide / purchase / acquire an online merchant account and all related hardware required by the merchant account provider for the handling of credit cards and / or checks for usage on Accela Citizen Access. o Agency will provide Accela resources access to a Development or Test version of the 3rd party system for interface development. All interfaces will be developed against 1 (one), agreed upon version of the 3rd party system. In the event that local development of interfaces is required, Agency will provide a workstation with required IDEs (e.g. Visual Studio). o Agency shall be responsible for determining whether to use or refrain from using any recommendations made by Accela. o The Requirements Traceability Matrix (RTM) will be updated and maintained by the Accela Project Manager with input and feedback from the City. The RTM will be updated for cross reference to any component of the solution that fulfills requirements. o Agency will purchase label printers so that certain reports can be printed out, 4" by 3", against these printers. The report specifications will include details around the appropriate formatting. o Agency GIS data will contain a layer for Business Improvement Districts (BID's), so that Accela can leverage this information to accurately calculate the BID fee's for Business Licenses through a Business Rule. o All deliverable documentation review during the implementation will be conducted electronically, whereby both Accela and City staff will utilize document review tools such as track changes and comments to markup draft deliverables posted to the Project Sharepoint site. SCOPE AND TIMELINE o The Project Plan will be mutually agreed to by Agency and Accela Project Managers during the Initiation stage. Any material changes to the Project Plan will be reviewed and mutually agreed to by the Agency and Accela Project Managers. o Agency will commit the necessary resources and management involvement to support the project and to perform the agreed upon tasks in the Project Plan. o Accela will provide the Agency with a Weekly Status Report that outlines the tasks completed during the prior week, the upcoming tasks that need to be completed during the following week, the resources needed to complete the tasks, a current version of the Project Plan, and a listing of any issues that may be placing the project at risk (e.g., issues that may delay the project or jeopardize one or more of the production dates). Accela and Agency Project Managers will agree on the format of the status report (i.e., the status report template) prior to the status report being produced. o The project schedule is managed using Microsoft Project. Should any tasks slip behind schedule ten (10) business days, Accela and Agency will escalate according to the Escalation Plan in the Project Charter and invoke the change management process. o Deliverables will be documented using the Accela methodology and associated templates. Any changes to the templates must be agreed to by the Accela Project Manager. o It has been agreed to that the end of day financial information data push to Finance (JDE Edwards) will be accomplished via a report that is run daily and sent to Finance, or put on a file share, in a csv or As format that they can consume and batch load into the Financial system. AGENCY RESOURCING o Agency will provide a dedicated Project Manager throughout the course of the project. o Agency Project Manager has primary responsibility for the scheduling of Agency employees and facilities in support of project activities. o Agency has committed to the involvement of key resources and subject matter experts for ongoing participation in all project activities as defined in the Project Plan. The general roles and responsibilities of these resources is described in Appendix B. o Agency agrees during the Initiation Stage of the project to assign a single designated approver for each major project deliverable. The designated approver will be responsible for overseeing and / or directly participating in the design and development, as well as the approval, of the deliverable. If the Agency desires that more than 1 (one) Agency resource be involved in the deliverable review and approval process, the Agency's single designated approver is responsible for coordinating with those resources. Proprietary and Confidential Page 14 MAccela civic good o Agency will identify project sponsors and all necessary stakeholders prior the project kickoff, and will commit these personnel for the duration of the project. The expected time commitments from these resources will be defined in the Project Charter. o Project timeline delays caused by Agency employees or third party team members that result in a change in the project schedule will be addressed by the Change Management process. o Agency shall be responsible for the contractual relationship with third parties that are not contracted through Accela and will work to confirm that they cooperate with Accela. ACCELA RESOURCING o Accela will appoint a Project Manager throughout the project in order to plan and monitor execution of the project in accordance with deliverables outlined in the Statement of Work. o Accela resources will be committed to the project as defined in the Project Plan and will work remotely except for the planned onsite trips. The general roles and responsibilities of these resources is described in Appendix B. o Accela personnel will be a part of the Agency executive steering committee and will attend meetings per the schedule defined in the Project Charter. o Accela will plan appropriate resourcing to facilitate the success of the deployment for the scope outlined in this SOW. Significant additional support requested by Agency above and beyond this level will be handled through the change management process. o Accela has no responsibility for the performance of other contractors or vendors engaged by the Agency, or delays caused by them, in connection with the project even if Accela has been involved in recommending or selecting such other contractors or vendors, or in the monitoring of their work. GO LIVE AND GO LIVE SUPPORT The definition of "Go Live" is that the Accela software is up and running in the Production environment. Shared Implementation o Agency Project Manager will report weekly status on Agency assigned tasks to Accela Project Manager. o A unified project schedule will be jointly managed, with a critical path, for both Agency and Accela tasks. o Any delays on Agency owned tasks will invoke the Change Management process. PROJECT COMPLETION O The project is complete once the Once the Agency issues an official Letter of Completion confirming that Accela has fully implemented the Software Application and delivered the related services with Deliverable Acceptance sign off. ACCEPTANCE o For deliverable based payments agreements, the criteria outlined in the Services Description in Appendix C for the corresponding deliverable will be deemed accepted based on the Acceptance language in the Services Agreement. Upon completion of each payment deliverable, Accela will provide the Agency with the Accela Deliverable Acceptance Form to formalize acceptance and completion of that scope item. The number of days the Agency has to accept or reject the Deliverable Acceptance is delineated in the Services Agreement. The Deliverable Acceptance Form is subsequently signed by the appropriate Agency contact, as defined in the Project Charter, and faxed / scanned / emailed / hand delivered to Accela. Please refer to Appendix F to view a sample Deliverable Acceptance Form. o Agency understands and agrees that Agency is responsible for determining whether the services and work product provided by Accela hereunder, including any revised business processes implemented pursuant to this SOW, (i) meet Agency's business requirements, (ii) comply with all applicable laws, ordinances, codes, regulations, and policies, and (iii) comply with Agency's applicable internal guidelines, long-term goals and any related agreements. DATA CONVERSION The following information provides detail related to the scope of Accela's data conversion activities. Due to the inherent complexity of data conversion, it is critical to address and understand common questions and misconceptions. Proprietary and Confidential Page 15 M Accela civic good GENERAL INFORMATION AND REQUIREMENTS FOR HISTORICAL CONVERSIONS o Data conversion includes the conversion of transactional data to the Accela Civic Platform database upon completion of the Solution Foundation Stage. In the event there is no destination for legacy transactional data then it will be required to be converted as best fits into another area of the configuration or excluded from the conversion effort as mutually agreed upon. o Accela will perform unit testing of the conversion program including spot checks of the data within Accela Civic Platform in order to identify if data quality issues exist. Extensive quality assurance of legacy / historical data by the Agency is required in order to allow accurate transfer of data. o A completed, signed off, Solution Foundation is required before approving and finalizing the data conversion map. o A completed, signed off, data conversion map is required prior to beginning the data conversion development. o All known conversion data sources not listed in scope will be converted manually to the Accela Civic Platform due to the amount and type of data. Accela and the City will discuss options for how and where to easily get this data into the system as part of the implementation. �Ti9LouK o "As -Is" Approach: Conversion of transactional tables, Address/Parcel/Owner (APO) data, Professional License data is executed "As -is" into Accela Civic Platform. "As -is" means that the data will be transformed as mapped to existing configuration elements in Accela Civic Platform. The conversion process will not create configuration data, which means if invalid, inaccurate, or incomplete data is provided, it will be loaded into Accela Civic Platform "As -Is". All data cleanup must occur prior to execution into Accela Civic Platform. o Accela Data Conversion Tools: Data will be mapped and converted utilizing Accela's conversion tools and methodologies. Accela tools consist of the Accela data mapping tool and the Accela conversion tool. o Acceptable Data Formats For Historical Conversion: It is expected that the Conversion Source Data be provided in an Oracle or Microsoft SQL Server database format that is currently supported by Accela Civic Platform Application product. o Acceptable Data Formats For Reference Conversion: It is expected that the Conversion Source Data be provided in Oracle, Microsoft SQL Server database format that is currently supported by Accela Civic Platform Application product, or a pipe -delimited flat file format. o Documents. Historical / Legacy data conversion includes the conversion of attached documents into Accela Document Services ("ADS") in Accela Civic Platform, provided that the Agency provides the documents in the structure Accela requires. The documents will be converted to the configured primary electronic document management system (EDMS). See Standard Document Migration for additional details. STANDARD DOCUMENT MIGRATION o The standard document conversion is utilized to convert record / permit level attached electronic documents into the configured Accela Civic Platform EDMS systems. For documents stored in Sire, it is possible to convert documents if the 3rd party interface supports the create method. o At a minimum the electronic document(s) to be converted must exist in a Microsoft Windows accessible file system (ex. NTFS, FAT32) and have the ability to identify the associated Record ID in order to be converted. In the event that the files exist in a database, the Agency must extract documents into a Windows file system prior to being evaluated for conversion. CHANGE IN -SCOPE MANAGEMENT The estimated fees for this SOW are predicated on the timely completion of project milestones, If a change is identified that impacts project timeline, resources, or scope, the Agency Project Manager and Accela Project Manager will invoke the Change Management process. The process will determine the impact to project budget and a Change Order will be created for mutual review and approval. All Change Orders shall be signed by Accela and Agency prior to commencing any activities defined in the Change Order. Change Orders do not always have a cost adjustment and can be used to document items such as, a change in approach or scope, Proprietary and Confidential Page 16 MAccela civic good adjustments for delays, removing scope, addition of scope, addition of resources, etc. The City may opt to move scope from one deliverable to another based on the findings during analysis. Standard blended rate for Accela resources is $185.00 per hour. The Change Order Template is attached hereto as Appendix G. EXPIRATION If the project has not begun within sixty (60) calendar days of SOW signature date, the current scope and terms may be renegotiated. FINAL ACCEPTANCE Final Acceptance is defined as Agency turnover to Accela Customer Support for ongoing support and maintenance. This occurs post go -live, when the duration of post go -live support as defined in deliverable has been completed. Definitions of significant terms (including those are Capitalized in the SOW but aren't defined in the Services agreement) that are used throughout the SOW (e.g., Project Plan, Acceptance, Defect, Services, Change Order, etc.) can be found in this Appendix. Additionally, this Appendix will provide structure for terms or subjects that can be construed differently, such as what characteristics constitute a "low" complexity record type vs. a "high" complexity record type. The same applies to interfaces, reports, and other build objects. Business Rules Definition Type Definition Validation Script that validates data and prevents submission of a form when the business rule fails. Scripts Fee When fees need to be assessed and updated via scripting. Common for customers using legacy Automation products where fees are already auto -assessing based on user defined fields and other criteria. Record Records are created via scripting, pre -populated and linked to a record hierarchy. Creation General General automation, such as creating and inspection, updating ASI, updating workflow, etc. Automation Renewals Scripts that automates the renewal processing for record types that are renewable. Amendments Scripts that update a master records based on an amendment record. ACA Page Scripts that dynamically calculates or populates data during the Accela Citizen Access intake Flow process. Expression Script that validates data in a form and prevents submission. Builder Validation Expression Script that updates user defined field, required settings, hidden fields, etc., on a form. Builder Automation Batch Script Script that runs on a schedule or manually that bulk updates data. Definition Low Letter, Certificate of Occupancy, Notice, Mailing Label, Simple Listing / Transaction reports Medium Permit, Receipt, Inspection Ticket, Batch Letters, Grouped Listing / Transaction reports, Job Cards High Activity Summary, Management Report, Statistical/Analytical Report, Financial Summary, Schedule, Aqendas Proprietary and Confidential Page 17 M Accela civic good Record T es — Land Management Complexity Definition Low Includes only a few components and a simple workflow, 4-5 tasks maximum. Simple fees and simple inspections. Ex: Code Enforcement complaint, Over the Counter Building Permit, Planning Records request. Medium Includes most components, simple fees, inspections and workflow. Ex: Standard Building Permit, Standard Planning Case, Code Enforcement Abatement. High Includes all components, user defined fields, Complex Workflow, Fee's and Inspections or includes more than 15 fee calculations. Ex: Combo Permits, Planning (Zoning and Discretionary), New building, etc. Record Tvnes — Licens Low Includes only a few components and a simple workflow, 4-5 tasks maximum. Simple fees and no inspections. Ex: Complaint. Medium Includes most components, typically simple fees (application fee and/or renewal fee), ins ections, and workflow. Ex: Simple Licenses High Includes all components, user defined fields, complex workflow, Fee's and Inspections or includes more than 15 fee calculations. Ex: Health related licenses Accela GIS .- GIS Attribute Mapping setinition Associations between Accela GIS objects and user defined fields can be created to extract information from map layer objects in Accela GIS and display it in Civic Platform. Certain user defined fields automatically populate with GIS object attribute values when a user associates the record with an Accela GIS object to an application intake form or adds an associated GIS feature to the form. Dynamic Theme The result of a query the runs against the Civic Platform and is applied to objects in the Accela GIS map viewer. As the information in the record changes, the result of the queries change correspondingly so that the maps accurately reflect the information in the system. These queries are called dynamic because the information displayed changes with the information in the system. When a dynamic theme is defined, user parameters can be added or removed. These parameters are SQL Statements that query the database for date that is used in the dynamic themes. In addition, Accela GIS users can apply predefined user parameters to dynamic themes. Proximity Alert Event based buffer that returns a message if certain GIS objects are within the proximity of a record in the Civic Platform. For example, upon submittal of a liquor license application, the system check for schools with 1000 feet of the establishment location and returns an Alert that schools are within the proximity. Electronic Plan Review Dynamic Stamp I Incorporate real-time data such as the time, date and identity/user information on the stamp. Proprietary and Confidential Page 18 M Accela civic good Custom Stamp I Include Agency specific images, logo and name. AGENCY RESOURCES The table below lists the primary roles for the Agency and the high-level responsibilities of each. Additional Agency roles may be added as the project progresses. In some cases, more than one Agency role can be filled by the same person. As well, some roles may require more than one resource at various times. The specific personnel assigned for each role and the expected time commitment for each can be found in the Project Charter. Agency Roles Project Sponsor Responsibilities • Ensure project aligns with Agency strategy and goals • Provide high-level oversight throughout the duration of the project • Create an environment that promotes team work and user adoption • Garner support from all Agency stakeholders Assist in removing execution obstacles Resolve issues and risks escalated by the Project Manager • Act as vocal and visible Project champion • Plan, schedule, coordinate and track the implementation with Accela and across departments within the Agency • Ensure that the project team stays focused, tasks are completed on schedule • Identify and mitigate issues and risks, and escalate as needed in a timely Project Manager manner • Collaborate closely with Accela Project Manager • Enforce project governance and structure in regards to change control, communication and escalation management • Establishes project priorities • Fully engaged in the business analysis and system configuration activities • Gather data as necessary for the project and make decisions about business processes • Assist in the creation of to -be analysis documents, specifications for reports, Division 1 Departmental automation, interfaces & conversions Subject Matter Expert (SME) • Review and test the system configuration • Participates in test planning, test script development and user acceptance testing • Attend product training Proprietary and Confidential Page 19 MAcceta civic good • Manage and maintain the technical environment during the software implementation • Ensure that servers, databases, network, desktops, printers, are available for system implementation and meet minimum standards • Manages integration and interfaces with other systems and serves as primary point of contact for all city interfaces hnical Lead • Work with Accela technical personnel during implementation • Perform day-to-day maintenance of the system and install maintenance releases • Act as the primary technical resource for troubleshooting problems • Establish and maintain backup, archival, and other customary maintenance and housekeeping activities • Understand the reporting needs of Agency Developer • Build or amend reports as needed • Attend product training ACCELA RESOURCES The table below describes the primary roles, and the high-level responsibilities of each, that Accela will fill. Additional Accela roles may be added as the project progresses. In some cases, more than one Accela role can be filled by the same person. As well, some roles may require more than one resource at various times. The specific personnel assigned for each role and the expected time commitment for each can be found in the Project Charter. Accela Roles Responsibilities • Partner closely with the Agency Sponsor and participate in Steering Committee meetings • Provide high-level oversight throughout the duration of the project Project Executive • Assist in removing Project execution obstacles • Resolve issues and risks escalated by the Project Manager • Plan, schedule, coordinate and track the implementation with Agency • Ensure that the project team stays focused, tasks are completed on schedule • Identify and mitigate issues and risks, and escalate as needed in a timely Project Manager manner • Collaborate closely with Agency Project Manager • Enforce project governance and structure in regards to change control, communication and escalation management • Maintain project workspace and create weekly status reports Proprietary and Confidential Page 20 MAccela civic good • Responsible for the Functional and Technical Consultants, working directly with client Subject Matter Experts (SMEs) and technical personnel throughout all aspects of the implementation • Manages and assists in Business Analysis activities • Manages and assists in Configuration activities • Manages and assists in Technical Configuration activities ution Lead Provide design oversight and direction to the team • Ensure quality of all deliverables • Ensure methodology is being adhered • Provide expertise and direction on best practices • Provide expertise and guidance on release/environment management • Assist with analysis of change requests • Lead/participate in configuration analysis • Develop report specifications • Develop business automation/validation specifications • Aid in UAT issue resolution Functional Consultant Support Go -Live activities • Provide support to the Technical Consultant • Provide support to the Training Consultant • Configure the solution Proprietary and Confidential Page 21 M Accela civic good Accela Roles Responsibilities Data Conversion Consultant • Review data conversion approach and deliverable expectations • Develop data conversion data map • Build and Unit Test data conversion program • Execute and support data conversion for testing and go -live Interface Consultant • Conduct Interface analysis sessions • Develop data integration specifications for importing or exporting data from Accela Civic Platform • Build and Unit Test data integration programs Report Consultant • Manage and assist in the development of report specifications • Manage and assist in the development of reports • Manage and assist in Unit Testing reports • Manage report deployment Scripting Technical Consultant(s) Manage and assist in the development of scripts specifications • Manage and assist in the development of scripts • Manage and assist in Unit Testing scripts • Manage script deployment MO • Manage and assist in the development of Accela Mobile Office (AMO) specifications • Manage and assist in the development of AMO configuration • Manage and assist in Unit Testing AMO configuration • Manage AMO deployment GIS • Manage and assist in the development of GIS specifications • Manage and assist in the development of GIS configuration • Manage and assist in Unit Testing GIS configuration • Manage GIS deployment Environment Lead • Install and set up Accela Civic Platform raining Consultant . Deliver Accela Training Classes Proprietary and Confidential Page 22 M Accela civic good APPENDIX C - DELIVERABLES The following section describes the specific deliverables that will be executed to meet the business objectives and business requirements of the Agency. In support of the implementation effort as described above, Accela will provide the following detailed implementation services. For each deliverable, a description is provided as well as criteria for acceptance of the deliverable. PROJECT MANAGEMENT Accela's Project Manager, will lead the project team to ensure all tasks are progressing according to schedule. The Project Manager is empowered to make decisions on behalf of Accela to best suit the needs of the Agency implementation. The Project Manager will work closely with the remainder of the project team and the following activities: • Development and Management of a Project Plan • Project Document Management • Issue Log Management and Escalation • Status Reporting • Change Order Management • Resource Management • Requirements Traceability Matrix Management • Executive Project Oversight and Quality Assurance • Coordination of efforts for CityGov App implementation, Reference Appendix H. STAGE 1 - INITIATION DELIVERABLE 1: PROJECT INITIATION Project Initiation is an opportunity to ensure the project starts in a well -organized, structured fashion while re -confirming the Agency and Accela expectations regarding the implementation. This Deliverable is comprised of project planning activities, core project management documents and templates and the first on -site meeting conducted between the Agency and Accela after the signing of the Statement of Work. In conjunction with the Agency representatives, Accela will perform the following tasks: • Finalize staffing for the project teams. • Conduct a formal onsite Kickoff meeting. The objective of this meeting is to review the purpose of the project and discuss the project scope, roles and responsibilities, deliverables, and timeline. • Provide Accela standard Project Status Report Template format. • Finalize and document formal deliverable signoff procedures, identify team members that will be responsible for signoff from the Agency and Accela. • Finalize an integrated baseline Project Plan that includes resource allocation for all tasks (in cooperation with the Agency Project Manager). • Develop a Project Charter that defines how the project will be governed, including a detailed escalation plan. • Create the project SharePoint site and load all standard, current documentation. • Develop and Finalize Requirements Traceability Matrix, starting with requirements documented in the RFP and additional notes from product demo. This document will be reviewed and finalized by both Accela and the City prior to commencement of To -Be Analysis Activities. • Conduct Core Team training in order to prepare the Subject Matter Experts for the To -Be Analysis stage. Proprietary and Confidential Page 23 MAcceta civic good The Project Kickoff Meeting includes a formal presentation by the project team to review project objectives, methodology, timeline, roles and responsibilities, risks, and other key project elements with project stakeholders. In terms of specific output, the following will be executed for this deliverable: ➢ Project Charter ➢ Baseline Project Plan ➢ Project Status Report Template ➢ Project SharePoint Site ➢ Project Kickoff Presentation ➢ Core Team Training, 2 days up to 15 attendees Accela Responsibilities: • Provide timely and appropriate responses to Agency's request for information. • Coordinate project planning activities. • Communicate the Accela Implementation Methodology that will be used by Accela to deliver Services. • Complete Baseline Project Plan, Project Status Report Template, and Project Kickoff Presentation deliverables with input from appropriate Agency resources. Agency Responsibilities: • Identify and set expectations with key resources and subject matter experts for ongoing participation in the project. • Provide timely and appropriate responses to Accela's requests for project planning input and meeting logistics requests. • Provide meeting facilities for Project Kickoff and other onsite activities. • Include Project Sponsor in Project Kickoff Meeting. • Provide suitable Agency facilities to accommodate training. • Ensure that users are proficient in using PC's in a Windows environment as a prerequisite for the training. • Ensure that users are familiar with use of standard Internet browsers as a prerequisite for the training. Acceptance Criteria: • Review and acceptance of the Project Status Report Template • Review and acceptance of the Baseline Project Plan • Review and acceptance of the Project Charter • Completion of the Project Kickoff Meeting • Completion of Core Team Training • Completion of Requirements Traceability Matrix DELIVERABLE 2: ACCELA CIVIC PLATFORM SETUP — DEV AND TEST During the System Setup step of this project, Accela's technical staff will work with the Agency IT staff to ensure that the components for hardware, software, database, network, and Internet are in place for the test and development environments. Accela technical staff will validate the proper installation and configuration of the Accela Civic Platform environment. This Deliverable is defined as the installation of the Accela Civic Platform software on Agency computer systems, such that Agency can log into the system and verify that the software was installed. During the installation of the Accela Civic Platform, documentation on the installation of Accela Civic Platform will be provided to the Agency as reference material. In terms of specific output, the following will be executed for this deliverable: ➢ Installation of the Accela Automation software, development and test environments ➢ Demonstration of an operational Accela Automation environment Proprietary and Confidential Page 24 M Accela civic good Installation documentation Specifically, Accela will perform the following tasks within the support environment: • Perform a remote system check of the installation. • Install Accela software. • Demonstrate that the Accela Civic Platform is operational in the Agency computing environment. • Provide documentation of the Agency installation. • Configure Accela Civic Platform to use the reporting technology selected by the Agency (SRSS). Accela Responsibilities: • Provide timely and appropriate responses to Agency's request for information. • Consult with Agency resources to provide technical input and answer technical questions related to the installation requirements for the Accela Civic Platform. • Deliver and install the Accela Civic Platform on the Agency server. • Provide hardware and installation documentation to Agency in order to facilitate procurement. Agency Responsibilities: • Provide timely and appropriate responses to Accela's requests for information. • Procure and configure necessary hardware, non-Accela systems software, and networking infrastructure as specified by Accela. • Provide/purchase/acquire the appropriate hardware, software and infrastructure assets to support the reporting technology. • Prepare the hardware, software, and network in accordance with the specifications provided by Accela, • Make available the appropriate Agency key IT users to participate in any hardware, software, environment, and infrastructure meetings. • Arrange for the availability of appropriate people for the system installation, setup, testing, and quality assurance throughout the setup process. Acceptance Criteria: • Confirmation of ability to log into the Accela Civic Platform STAGE 2 - TO -BE ANALYSIS To -Be Analysis is comprised of the activities required to define the Accela Civic Platform Solution Foundation for the Agency. The key output of the process are To -Be Analysis Document(s), which serves as a 'blueprint' for design and baseline configuration efforts throughout the implementation project and establishes the benchmarks for testing and acceptance at the conclusion of the project. The To -Be Analysis Document(s) include detailed information on the Agency's business processes to be configured in the Accela Civic Platform Solution Foundation, including the following topics: Proprietary and Confidential Page 25 MAcceta civic good ➢ Process Overview ➢ Intake Process, user defined and required fields ➢ Required/Optional Review Tasks ➢ Issuance requirements ➢ Inspection Types, scheduling and checklists ➢ Workflow and processing requirements ➢ Fee's — types, processing and schedules ➢ Citizen Portal (Accela Citizen Access) specific to online submittal, inquiry, inspection scheduling and fee payments ➢ Electronic Plan Review and Markup The To -Be Analysis Sessions and To -Be Analysis Document(s) will include the high-level requirements related to the following deliverables: • Deliverable 9: Business Rules • Deliverable 10: Report Specifications • Deliverable 11: Report development However, the specifics for each deliverable will be discovered and documented later in the project as they are dependent on the completion of the Solution Foundation milestone. (Example: Discovery of Agency requirement for a Receipt Report is documented during Stage 2: To -Be Analysis, however, the specific report specification and requirements is completed in the Report Specification deliverable) The Project Team, consisting of representatives from both Accela and the Agency, will conduct a formal review of the To -Be Analysis Documents for the purpose of approval and sign -off on the deliverable. Prototypes of select processes which will be used during the review sessions to demonstrate the proposed functionality. Prototyping is intended to demonstrate selected aspects of Accela Civic Platform functionality to assist in understanding how it will operate for the Agency. Prototyping is not meant to be a complete end -to - end solution. DELIVERABLE 3: TO -BE ANALYSIS SESSIONS In order to develop the content for the To -Be Analysis Document(s), Accela will work closely with designated Agency personnel and will conduct analysis sessions to capture the "to -be" required business processes. The To Be Analysis Deliverable will be broken into three separate Groupings (A, B and C) based on dependencies and the Agencies desired approach for Departments, In conjunction with the Agency representatives, Accela will perform the following tasks: • Review and understand existing business processes intended for migration into Accela Civic Platform. • Review the developed business process as a basis for configuration in Accela Civic Platform's workflow tool. • Assist the Agency in streamlining existing business processes for fit into Accela Civic Platform. • Collect employee names and associated roles and identify user group setups. • Review the collected document intake requirements, forms, and data fields for each process. • Review the collected document output requirements (documents/letters/reports). • Review the collected document fees, fee schedules, and collection procedures for each process. • Review the collected document all required inspections and inspection result options for each type. Proprietary and Confidential Page 26 M Accela civic good Accela's Project Manager will coordinate and schedule the Analysis Sessions in conjunction with the Agency Project Manager and according to the agreed upon Project Plan. In terms of specific output, the following will be executed for this deliverable: To -Be Analysis data gathering activities including workshops, interviews and web conferencing sessions. To -Be Analysis Sessions will be broken into 3 Deliverable Groups that will be defined based on priority and dependencies, based on the Record Type List (Appendix D): o Group A (27 Record Types) o Group B (26 Record Types) o Group C (26 Record Types) Accela Responsibilities: • Provide timely and appropriate responses to Agency's request for information. • Interview staff in order to understand existing business processes. • Conduct to -be analysis sessions to capture the required business processes to be automated within the system. • Conduct meetings via email, web conference, phone, and in person to gather and validate analysis input. Agency Responsibilities: • Provide timely and appropriate responses to Accela's requests for information. • Make available the appropriate Agency key users and content experts to provide required information, participate in the configuration analysis and verify the accuracy of the documented workflows, input/output formats, and data elements. • Provide any existing business process documentation, including process flows; fee schedules; commonly used applications, reports and forms; and other relevant information. • Schedule participants and meeting locations for analysis activities. Acceptance Criteria: • Draft of To -Be Analysis Document for each Completion of To -Be Analysis Session for Department processes. DELIVERABLE 4: TO -BE ANALYSIS DOCUMENTS To -Be Analysis Document(s) will be developed by Accela based on the information gathered in Deliverable 3: To -Be Analysis Sessions — for the Groups as defined. This document(s) will serve as the 'blueprint' for processes throughout the implementation project. Upon completion of the document(s), Accela will conduct a formal review with Agency for the purpose of approval and sign -off on the deliverable. To -Be Analysis documents will be delivered for initial review as completed. In terms of specific output, the following will be executed for this deliverable: To -Be Analysis Documents: o Group A o Group B o Group C r Updated Requirements Traceability Matrix Accela Responsibilities: • Provide timely and appropriate responses to Agency's request for information. • Interview staff as necessary in order to understand existing business processes. • Build selected prototypes to demonstrate proposed functionality. • Update the Requirements Traceability Matrix based on finalized To -Be Analysis documents. Proprietary and Confidential Page 27 civic good • Conduct meetings via email, web conference, phone, and in person to gather and validate analysis input. • Prepare and complete To -Be Analysis Document(s) capturing the Agency's business processes to be included in the Solution Foundation. Agency Responsibilities: • Provide timely and appropriate responses to Accela's request for information. • Schedule participants and meeting locations for To -Be Analysis Document(s) review activities. • Review and provide feedback on To -Be Analysis Document(s), Acceptance Criteria: • Review To -Be Analysis Document(s) and validate that the content accurately reflects the business processes data that will be included in the Accela Civic Platform Solution Foundation. • Agency will have 10 business days to conduct initial review of the To -Be Analysis Document(s). Each document will delivered for review upon completion by Accela. If no changes or comments are requested within the 10 days, the To -Be Analysis Document(s) is considered approved by the Agency. Upon delivery of initial feedback, Accela will complete the necessary changes and updates. The second and final review will have 3 business days for acceptance. STAGE 3 - SOLUTION FOUNDATION Accela will provide professional services to develop the Accela Civic Platform Solution Foundation in accordance with requirements established and agreed upon during the execution of the tasks that comprise Stage 2 — To -Be Analysis. Accela will produce a detailed, technical Solution Foundation Document(s) that represents the entire foundation of the system, for each module. This document will be delivered for review with the completed solution. Accela will provide professional services to develop the Solution Foundation of the Accela Civic Platform in accordance with requirements established and documented in Deliverable 4: To -Be Analysis Document(s). In terms of specific output, the following will be executed for this deliverable: Completed Foundation of Accela Civic Platform Solution that supports the To -Be Business Processes documentation. o Group A o Group B o Group C i- Accela Civic Platform Solution Foundation Document Accela Responsibilities: • Provide timely and appropriate responses to Agency's request for information. • Configure the foundational components as defined in the To -Be Analysis Document(s). Agency Responsibilities • Provide timely and appropriate responses to Accela's request for information. • Make available the appropriate Agency key users and content experts to participate in solution configuration of the system in an effort to learn about the system and facilitate in knowledge transfer. • Work with Accela to verify that the system meets the foundational requirements documented in the To -Be Analysis Document(s). • The Agency will test the system for purposes of validating the configuration. Proprietary and Confidential Page 28 MAccela civic good Acceptance Criteria: • Review and approve that the Accela Civic Platform Solution Foundation meets the requirements documented in the approved To -Be Analysis Document(s). • Agency will have 10 business days to conduct initial review of the Solution Foundation. If no changes or comments are requested within the 10 days, the milestone is considered approved by the Agency. Upon delivery of initial feedback, Accela will complete the necessary changes and updates. The second and final review will have 3 business days for acceptance. STAGE 4 - BUILD The Build stage includes data conversions, development of interfaces, development of all Business Process Validation and Automation (Event Manager Scripts and Expressions) configuration of add -on products and custom report development. It comprises all of the additional activities outside of solution foundation that are required to complete the total solution for the Agency. Similar to the Configuration Stage, it is critical that appropriate agency representatives are involved in each step of the process to ensure success. DATA CONVERSION Data conversion of historic/legacy data from Agency systems is a critical activity for the success of this project. The Accela team is highly experienced in planning for, and executing these activities and will work closely with Agency staff to ensure a successful transition of data. Specifically, the Accela team will work with Agency to understand the data sources, how they are used, where their data will be stored in Accela Civic Platform and the quality of that data. Often multiple sources store and manage similar information and decisions need to be made about the authoritative source. It is also common to find that data sources have not had strong controls and the accuracy is questionable or there is missing data. There are techniques and tools that Accela may recommend to understand the current state of Agency data so that decisions can be made about data quality and what to convert. Upon completion of the data analysis, mapping of historical/legacy data sources may begin with Accela's mapping tool and conversion iterations performed as outlined in the Project Plan. Accela provides release notes (including exceptions, invalid data and data that did not convert) during these conversion tests to verify data is being transferred correctly (e.g., number of records and expected values in fields). Accela will lead the conversion effort and specifically assist in the following areas: data mapping, script development for conversion, assistance in data testing and validation, and with the planning and execution of the final data conversion. For conversions, it is expected and anticipated that the Agency will provide resources knowledgeable with the historical data to assist in the data migration/conversion effort. The required data mapping effort will be a conducted by Accela personnel with assistance from the Agency. Once the data mapping has been defined, Accela will ask that a representative of the Agency sign off on the data maps. Accela will be responsible for the data conversion programs to load data from the staging tables to the Accela Civic Platform database. PLEASE REFER TO DATA CONVERSION ASSUMPTIONS FOR SPECIFIC ASSUMPTIONS AND PARAMETERS RELATED TO ACCELA'S CONVERSION APPROACH. Accela will conduct Analysis/Mapping and Data Conversion Development (Deliverable 6 and 7) for each Legacy system that will be have data converted to Accela within the scope of this implementation. Deliverable 6A and 7A Description Cit View 6B and 78 Firehouse 6C and 7C Urban Runoff 6D and 7D Development Services 6E and 7E Sire Proprietary and Confidential Page 29 M Accela civic good DELIVERABLE 6: HISTORICAL DATA CONVERSION ANALYSIS Upon receipt of Agency's Legacy data, Accela will create a Data Conversion Mapping Document detailing the data conversion process, mutually agreed upon requirements and mapping of Agency's historical data into Accela Civic Platform. In terms of specific output, the following will be executed for this deliverable: Historical Data Conversion Mapping Document Accela Responsibilities: • Work with the Agency to define and document historical data elements that are required for the conversion. • Facilitate the data analysis and mapping process • Complete the Data Conversion Specifications Document. Agency Responsibilities: • Provide historical data in acceptable formats. • Provide subject matter experts on the data source to aid Accela in identifying key components of the historical data • Provide subject matter experts on the historical configuration to aid in the data mapping process • Review and sign -off on completed Data Conversion Specifications document. Acceptance Criteria: • The Historical Data Conversion Specifications document identifies historical data elements that will be converted into Accela Civic Platform as well as document special consideration (ex. merging data sources, phasing, etc.) Acceptance Review Period: • Ten (10) business days total DELIVERABLE 7: HISTORICAL DATA CONVERSION DEVELOPMENT Upon Agency approval of the Historical Data Conversion Specifications document, (Deliverable 6), Accela will provide a program(s) to migrate appropriate historical data into Accela Civic Platform. Upon receipt of the conversion from Accela, the Agency DBA will load the data into the Test environment for validation. In terms of specific output, the following will be executed for this deliverable: Completion of migrated data into Accela Civic Platform development or test environment. Accela Responsibilities: • Provide a program to migrate historical data into the Agency's AA test database environment. • Each data conversion will include up to four (4) conversion loads for client testing, inclusive of Product for Go Live o Additional Conversion Loads can be incorporated for optional pricing as quoted. • Validate the successful completion of the migration of historical data into the Agency's test environment. Agency Responsibilities: • Providing the legacy data source in an accepted format • Assist in the execution of the data conversion program and provide access to environments as needed • Provide resources to validate the conversion statistics and the quality of the data converted into Accela Civic Platform Acceptance Criteria: Proprietary and Confidential Page 30 M Accela civic good Historical data has been converted to Accela Civic Platform testing environment according to the Data Conversion Mapping document. Acceptance Review Period: • Ten (10) business days total SYSTEMINTERFACES For each interface, the Accela technical lead will work together with Agency's technical lead and business leads to document functional and technical requirements of the interface in an Interface Specifications Document. Interface development begins upon written approval of the specifications. It is expected all interfaces will use Accela's GovXML, web services or batch engine. No custom or third party integration tool will be used to accomplish input or output of data to/from the Accela system. In other words, data coming into Accela and data coming from Accela will use the existing integration technology. Agency responsibility includes obtaining permission for level/type of integration from appropriate application owners (including on premises or cloud/hosted, etc.). Further, Agency will ensure that Accela resources have access to a Dev or Test version of the 3rd party system for interface development. All interfaces will be developed against 1 (one), agreed upon version of the 3rd party system. Accela will conduct Analysis and Development (Deliverable 8 and 9) for each system that will be interfaced with Accela within the scope of this implementation. Deliverable 8A Description California State License Board CSLB 8B Data Import RPS Batch Flat File 8C External Address/Parcel/Owner xAPO 8D Payment Processor - Elavon 8E Bi-Directional Integration — CUPA Data DELIVERABLE 8: INTERFACE ANALYSIS AND DEVELOPMENT In order to determine the Agency requirements for this interface, analysis sessions will be conducted as a portion of this deliverable. The findings will then be documented in the Interface Specifications Document(s) for use by Accela in building the interface code. The implementation of the interface is dependent on the assistance of the Agency's staff, specifically, interface analysis, data mapping, and data manipulation as required in the source system. Accela will provide a program to integrate 3rd Party data to/from Accela Civic Platform. In terms of specific output, the following will be executed for this deliverable: ➢ Interface Specifications Document ➢ Operational Interface in the Development or Test environment Accela Responsibilities: • Provide timely and appropriate responses to Agency's request for information. • Conduct Interface Analysis sessions. • Work with Agency staff to develop interface specifications document. • Use an Accela web service or other tool to implement the interface functionality based on the specifications. • Build all aspects of the interface that interact directly with the Accela Civic Platform. Proprietary and Confidential Page 31 M Accela civic good Agency Responsibilities: • Provide timely and appropriate responses to Accela's request for information. • Provide system and access to individuals to provide required details of system interface. • Allocate the time for qualified business and technical experts for the testing sessions that are critical to the project success. • Identify and coordinate any related tools used to implement the interface (3rd party or in-house development). • Assist in the interface specification development and data mapping process. • Review and approve the interface specification documents. • Work with Third Party Data Sources to determine best methods of interfacing to Accela system. • Validate interface through testing. • Work with 3rd party to ensure data from Accela is in correct format. • Updates to interface, post go -live, due to changes in 3rd party system or Agency business processes. Acceptance Criteria: Review and approve the Interface Specifications document. Demonstration and approval of the completed interface as per the requirements detailed in the interface specifications document. Acceptance Review Period: • Ten (10) business days total CUPA Integration — Specific Functionality Requirements • Ability to import and export C.U.P.A. data from Orange County Health Care Agency E-submit and CERS databases using the same interface or one similar to the CERS interface built for San Diego County. Huntington Beach will work with Accela to define the required fields. • Ability to pull Tier 1 and Tier 2 EDT Service data from CERS into Accela (automatically on a daily basis) for tracking CUPA program information (e.g. submission status and date, environmental contact information, CERS I.D., regulator comments, violation library, facility and submittal information, chemical information [number, type, and quantities], etc.) and running queries for compliance management. • Ability to pull information from E-Submit (the Orange County Environmental Portal) similar to the Tier 1 and Tier 2 EDT information mentioned above. • Ability to transfer the Compliance Monitoring & Enforcement (CME) data in the CERS As format to e-submit. See the attached document titled "CERS EDT Home Page Information." • Ability to calculate fees by number of chemicals and to push billing data to E-submit. DELIVERABLE 9: BUSINESS RULES During the configuration Analysis stage of the implementation project, Accela will identify opportunities to supplement the Accela Civic Platform base functionality via Event Manager Script Engine (EMSE) scripts and Expression Builder in order to validate and automate business processes. Accela will work with Agency to identify desired functionality, and subsequently will assist with prioritizing the needs in order to determine that will be developed by Accela within the scope of this implementation. The Business Process Validation and Automation developed by Accela can be used as models whereby agency staff can develop and modify additional functionality as needed. Business Rules are broken out into two areas as defined below: • EMSE (Event Manager Scripting Engine) — used to script based on system activities, such as a before or after event, that allow the system to automate activities (example: do not allow an inspection to be scheduled prior to a specific workflow task, or, auto -calculate and invoice a fee upon application submittal) Proprietary and Confidential Page 32 M Accela civic good • Expression Builder — used to script form based interactions that occur prior to triggering and event or master script activity (example: auto -population form based data fields based on user -selected values) Prior to the development, the Agency will approve a design specification document that will be created jointly by the Agency and Accela. The approved document will be used as a basis for determining completion and approval of the deliverable. In terms of specific output, the following will be executed for this deliverable: ➢ Prioritized list of requirements that require Automation ➢ Specification documents for each required Automation ➢ Demonstration of completed Automations in development or test environments per the specifications document(s) Accela Responsibilities: • Work with Agency staff to identify potential uses of scripting • Assist with development of list of desired functionality • Aid the Agency in prioritizing which scripts will be developed by Accela • Develop scripts based on the specifications • Demonstrate functionality of scripts per specifications Agency Responsibilities: • Allocate the time for qualified business and technical experts for the script requirements sessions that are critical to the project success • Identify resources that will learn scripting tools and approaches for ongoing maintenance • Prioritize desired functionality to determine which scripts Accela will develop • Provide timely and appropriate responses to Accela's request for information • Verify the Script Specification meets the intended business requirement • Allocate the time for qualified personnel to test the script for acceptance Acceptance Criteria: • Review and acceptance of design document with written sign -off from the Agency • Demonstration of all developed script within the system to the Agency Reports Reports are defined as anything that can be printed from the system, including but not limited to, reports, forms, documents, notices, and letters that the Agency wishes to print as identified during configuration analysis. The To -Be Analysis documents will define the reports and documents that are required by the Agency to effectively use Accela Civic Platform. These reports will be broken down by level of effort and identified in the configuration document. It is expected that, after the appropriate training on the database and the selected report writing tool is completed, Agency personnel will be able to handle additional and future report requirements. Reports are classified by level of effort: high, medium, and low. High is defined as a report containing significant calculation and/or extensive detail and number of fields — for example a financial statistical report or complex permit. The majority of reports require a 'medium' level of effort, which is defined as a report displaying non -calculated and minimal calculated data fields. Reports with a low level of effort are typically letters or notices that contain contact information and basic application data. Proprietary and Confidential Page 33 MAccela civic good These reports can be developed using the integral Accela Report Writer included with Accela Civic Platform or Microsoft Report Service (SRS) at the Agency's discretion. These custom reports, whether developed with Accela Report Writer or SSRS, will be deployed in the Report Manager for use within Accela Civic Platform. DELIVERABLE 10: REPORT SPECIFICATIONS Accela will develop documents/letters/reports from those identified by the Agency as required for the new system. Accela and Agency have agreed that Accela will develop reports based on the following breakdown: • 30 of High Complexity • 15 of Medium Complexity Accela will work with the Agency to determine which reports on the Sharepoint list that comes from the analysis sessions will be assigned to Accela for Development. Prior to the development of a report the Agency will approve report design specification documents that will be created jointly by the Agency and Accela. The approved documents will be used as a basis for determining completion and approval of the reports. Development of each report cannot begin until agreement on each specification is complete. A proven strategy that combines the use of the Accela Civic Platform Quick Queries, Accela Ad -Hoc reports and custom reports developed by Accela, or Agency, can ensure that all required reporting requirements are met. In terms of specific output, the following will be executed for this deliverable: := List of identified reports with assigned responsibility for specification and development Completed Report Specification Documents for each report assigned to Accela Accela Responsibilities: • Assist in determining level of effort for reports to assist with prioritization • Develop report specifications Agency Responsibilities: • Provide timely and appropriate responses to Accela's request for information • Make available the appropriate key users and content experts to participate in the report specification • Provide information and data in the formats specified by Accela that will be needed for agreement on the Deliverable Acceptance Criteria: • Agreement on prioritized list of reports that will be developed by Accela • Review and approval of individual Report Specifications documents. The Agency will not unreasonably withhold acceptance if the Agency requests changes to the reports specifications after the initial signoff of the specification by the Agency • Agency will have 10 business days to review the Report Specification Documents. If no changes or comments are requested within the 10 days, the Report Specification Documents are considered approved by the Agency. DELIVERABLE 11: REPORT DEVELOPMENT Accela will develop custom documents/letters/reports per the specifications developed and approved in Deliverable 10, Report Development. Changes to the report specifications after approval can negatively impact project progress and the overall schedule. Therefore, changes to the report specifications after approval requires an analysis by Accela to determine the level of effort required, and if a Change Order would be required to complete the work. In terms of specific output, the following will be executed for this deliverable: Proprietary and Confidential Page 34 MAccela civic good A total of 45 documents/letters/custom reports per the Report Specification Documents. Accela Responsibilities: • Provide timely and appropriate responses to Agency's request for information • Develop reports per specifications • Assist in the validation of the reports in test environment Agency Responsibilities: • Provide timely and appropriate responses to Accela's request for information • Make available the appropriate key users and content experts to participate in the report development and validation activities • Request Change Order if changes to specifications are required Acceptance Criteria: • Confirmation of report accuracy in the development or test environment per Report Specifications. DELIVERABLE 12: ACCELA GIS DEPLOYMENT Accela will install and configure Accela GIS to link and leverage existing Agency GIS information, including assistance with establishing the map service to be used in conjunction with Accela GIS. The following are the main objectives being pursued through the implementation of the Accela GIS: • Look up permit information and parcel information from the Permitting system • View selection, location, and associated GIS information • Select one or more parcels and add new applications to the permit system • Auto -populate spatial attributes for a property in forms (including ACA) During GIS installation, Accela's technical staff will work with Agency IT staff to ensure that the components for hardware, software, database, network, and Internet are in place for the Accela GIS test and production environments. Accela technical staff will validate the proper installation and configuration of the Accela GIS environment. In terms of specific output, the following will be executed for this deliverable: ➢ Accela GIS installed on Agency server(s) ➢ 6 Proximity Alerts ➢ 6 Dynamic Themes ➢ 6 Attribute Mapping Accela Responsibilities: • Install Accela software and perform quality assurance checks on the configuration and performance based on acceptance criteria mutually developed by Accela and the Agency • Demonstrate that the Accela GIS applications are operational in the Agency computing environment thus communicating with the Accela Civic Platform system • Assist the Agency in identifying and developing Proximity Alerts and Dynamic Themes Agency Responsibilities: • Arrange for the availability of appropriate staff for the system installation, setup, testing, and quality assurance throughout the setup process • Order and procure necessary hardware, non-Accela systems software, and networking infrastructure as specified by Accela Proprietary and Confidential Page 35 M Accela civic good • Provide people and physical resources based on the dates outlined in the project schedule • Prepare the hardware, software, and network in accordance with the specifications provided by Accela • Provide Accela with network access for remote installation and testing • Provide information and data in the formats specified by Accela that will be needed for the GIS implementation Acceptance Criteria: • Demonstration of operating Accela GIS in test environment DELIVERABLE 13: ACCELA CITIZEN ACCESS DEPLOYMENT This deliverable includes setup and configuration of Accela Citizen Access (ACA) on the Agency Dev or Test site per the Requirements gathered in the To -Be Analysis Stage. Accela will work with the Agency representatives validate and implement Accela Citizen Access to extend certain aspects of the internal Accela Civic Platform configuration for use by the general public. Specifically, the following items will be configured: ➢ Integration into existing Agency website ➢ Text Settings, including disclaimers, help text and watermarks ➢ Security Settings ➢ Form Layout ➢ User registration settings ➢ User rights and permissions In terms of specific output, the following will be executed for this deliverable: Configuration of ACA Accela Responsibilities: • Setup Accela Citizen Access in environment • Assist agency in set up and validation of merchant account integration • Work with the Agency to determine which services to expose to the public via Accela Citizen Access Agency Responsibilities: • Obtain a merchant account, and deploy an internet-enabled payment engine • Validate that the configuration specification for Accela Citizen Access meets Agency requirements based on details from the Configuration stage of the project • Perform testing of all Online Record types for purposes of validating the configuration Acceptance Criteria: • The base configuration of Accela Citizen Access is configured as documented in the approved Analysis documentation. • Demonstration of the operational Accela Citizen Access functionality Acceptance Review Period: • Ten (10) business days DELIVERABLE 14: ACCELA MOBILE DEPLOYMENT Accela will configure the Accela Civic Platform to level Accela Mobile (Applications). As part of this deliverable Accela will perform the configuration tasks required to ensure Accela Mobile Interfaces with the Accela Civic Platform in the Dev or Test environment. Using Accela Mobile Applications, an Agency inspector can perform activities such as: Proprietary and Confidential Page 36 MAccela civic good • Result inspections/investigations in either store/forward or wireless mode • Schedule inspections • Lookup Permit/Case history • Print reports in the field Analysis activities with the Agency will result in a Mobile Office Configuration Specifications Document. Subsequently, Accela's staff will extend base configuration of Accela Mobile Office per the Mobile Office Configuration Specifications Document. In terms of specific output, the following will be executed for this deliverable: ➢ Accela Mobile Office Configuration Specifications ➢ Demonstration of operation system per Accela Mobile Office Configuration Specifications Document Accela Responsibilities: • Create configuration specifications for Accela Mobile Office based on analysis with the Agency • Configure Accela Mobile Office based on approved specifications document Acceptance Criteria: • The base configuration of Accela Mobile Office in the Development or Test environment is configured as documented in the Accela Mobile Office Configuration Specifications document Acceptance Review Period: • Ten (10) business days total DELIVERABLE 15: ACCELA ELECTRONIC PLAN REVIEW DEPLOYMENT This deliverable is comprised of the activities that will enable the submission, review and markup of documents to work effectively given the Agency's configuration. Accela will leverage stamps provided out -of -the box, or from its stock of stamps, and provide instruction on the creation of stamps to the Agency. The Agency will be responsible for creating any additional stamps that will be applied through configuration. Accela will also leverage buttons provided out of the box and provide training and instruction on the creation of custom buttons with links. The Agency will be responsible for creating any buttons that will be applied through configuration. Accela will work with the Agency to identify and review: • Documents that will be submitted online through Accela Citizen Access and Accela Civic Platform as part of the review process. • Agency workflows associated with the document review process. • Requirements for workflow tasks I statuses I assignments for each role (e.g. intake personnel, plan reviewers, plan processors approvers, etc.) in support of Agency workflow. • Versioning of documents submitted / reviewed. • Process steps within the Agency's workflow associated with reviewing the plan. • Requirements for notifications via email. • Stamps to be used on submitted documents. • Buttons to be used to quickly access Web -based regulatory codes. • Information that will be exposed to the public via Accela Citizen Access. In terms of specific output, the following will be executed for this deliverable: Configuration of Accela Electronic Plan Review Proprietary and Confidential Page 37 M Accela civic good Accela Responsibilities: • Install Accela Electronic Plan Review on up to 10 client PC's and train the Agency so they can install on additional PC's. • Provide three custom stamp for each of these categories; static text, simple dynamic stamp and dynamic stamp with input for the purposes of training. • Provide one sample custom button for the purposes of training Agency Responsibilities: • The Agency will have installed .Net Framework 4.0 Client Profile and Adobe Acrobat Pro software. Adobe Acrobat Pro must be purchased and installed separately for each Agency user who will be interacting with Accela Electronic Plan Review for plan review and markups. • Make available the appropriate subject matter experts to provide needed information, participate in the analysis and verify the accuracy of the information provided. • Creation of additional Adobe activities (stamps and buttons) • Provide timely and appropriate responses to Accela's request for information. Acceptance Criteria: • Accela Electronic Plan Review Specification Document provides details of all configuration elements based on Accela Civic Platform back office configuration. • Demonstration of the operational Accela Electronic Plan Review functionality per the specification document(s). Acceptance Review Period: • Ten (10) business days STAGE 5 - READINESS DELIVERABLE 16: ADMINISTRATIVE TRAINING Accela will provide training for Agency staff that focuses on the administration, maintenance, and augmentation of its Accela Civic Platform configuration. Our aim at Accela is to educate Agency resources on all aspects of Accela Civic Platform in an effort to ensure the Agency is self-sufficient. This allows the Agency to best react to changing requirements and ongoing maintenance, which can allow the Agency to be reactive and significantly reduce system maintenance costs over time. In terms of specific output, the following will be executed for this deliverable: • Training Class - Accela Civic Platform Admin Usage • Training Class - Basic Event Manager Scripting Usage • Training Class - Advanced Event Manager Scripting Usage • Training Class — Electronic Document Review, 4 sessions, 4 hours each, up to 7 attendees • Training Class - Accela Citizen Access • Training Class - Accela GIS • Training Class - Accela Mobile Office (4, 2 hour sessions) • Training Class - Advanced User Experience (2 Days) • Training Class - Ad Hoc Report Training (4 hours) • Training Class — Fire Mobile App (1 day onsite, 1 day remote) Accela Responsibilities: • Coordinate with the Agency to define training schedule and logistics. Proprietary and Confidential Page 38 M Accela civic good • Deliver training per the specific requirements listed above. Agency Responsibilities: • Select and prepare the power -users who will be participating in the training and subsequently training end users. • Arrange the time and qualified people for the training who are critical to the project success. • Provide suitable Agency facilities to accommodate various training classes. • Ensure that users are proficient in using PC's in a Windows environment as a prerequisite for the course. • Ensure that users are familiar with use of standard Internet browsers as a prerequisite for the course. Acceptance Criteria: • Execution of listed training courses DELIVERABLE 17: TRAIN THE TRAINER This Deliverable includes the Delivery by Accela of a 5-day "Train -the -Trainer" course. Accela best practices have proven that class sizes no larger than 7 participants are more successful with students who meet the pre -requisites of the course. The Accela Trainer will work with the Agency if a class size needs to be modified to ensure a successful instruction outcome. End User Training should be coupled with the Agency delivering supplementary user training to its staff using the core Use Cases documented in each To -Be Analysis Document. Accela recommends the Agency adopt the "80/20 rule" for training, focusing the majority of their training on 80% of what the Agency normally does operationally. The recommended supplementary training conducted by the Agency can utilize business experts from each area to train on all aspects of their configuration. Accela will deliver current and comprehensive training documentation in a format that can be customized by the Agency. In terms of specific output, the following will be executed for this deliverable: Accela on -site instructor -led 5 day Train -the -Trainer course sessions delivered per the agreed -to schedule. Accela Responsibilities: • Coordinate with the Agency to define training schedule and logistics. • Provide 5 day Train -the -Trainer course sessions. • Perform post -training evaluation(s) to ensure Agency staff has the necessary information to perform their train -the -trainer duties. Agency Responsibilities: • Identify the Agency resources who will receive the training and who have the skills to perform as "trainers", if required. • Provide a training room at the Agency facilities to conduct the training classes. • Ensure that users are proficient in using PC's in a Windows environment as a prerequisite for the course. • Ensure that users are familiar with use of standard Internet browsers as a prerequisite for the course. Acceptance Criteria: • Execution of 5 day Train -the -Trainer course sessions and verification that individuals have the information required to perform their train -the -trainer duties. DELIVERABLE 18: REPORT WORKSHOP Accela will provide training and onsite support in a "hand's on", report development workshop. Our aim is to educate Agency resources on all aspects of report writing in Accela Civic Platform in an effort to ensure the Agency is self-sufficient. This allows the Agency to Proprietary and Confidential Page 39 MAccela civic good best react to changing requirements and ongoing maintenance, which can allow the Agency to be reactive and significantly reduce system maintenance costs over time. Up to seven (7) agency staff may attend the Report Workshop. Please note, Accela does not train on the use of Microsoft SQL Reporting Servicess, specifically, report development tools. Accela assumes that Agency staff have appropriate training and/or experience with the SQL Server Reporting Services. In terms of specific output, the following will be executed for this deliverable: - 4 days, onsite Report Workshop Accela Responsibilities: • Coordinate with the Agency to define training schedule and logistics. • Deliver training per the specific requirements listed above. Agency Responsibilities: • Select and prepare the power -users and/or admin staff who will be participating in the workshop • Provide suitable Agency facilities to accommodate training classes. • Ensure that users are proficient in using PC's in a Windows environment as a prerequisite for the course. • Ensure that users are familiar with use of standard Internet browsers as a prerequisite for the course. Acceptance Criteria: • Completion of 4-day Report Workshop DELIVERABLE 19: USER ACCEPTANCE TESTING (UAT) This deliverable is comprised of the assistance Accela will provide to allow the Agency to accept that the solution meets the requirements as documented in all the deliverables. Accela will assist the Agency in the testing and validation of the solution and its readiness to be migrated to production for active use and will assist in transferring the solution and any required data from Support to Production. Accela will provide of support for training, oversight, answering questions and addressing issues discovered in User Acceptance Testing. It should be noted that it is critical that the Agency devote ample time and resources to his effort to ensure that the system is operating per signed specifications and ready for the move to production. The testing effort will require a significant time investment by the Agency, and coordination of resources is critical. At this point in the implementation process, the Agency should test individual components of functionality of the solution (i.e., functional and/or unit testing), and also test to ensure that the interrelated parts of the Accela Civic Platform solution are operating properly (i.e., integration testing). Accela will provide assistance to the Agency as needed by providing User Acceptance Testing (UAT) support and a defined testing process. Accela will address and rectify issues discovered during the UAT process as Agency staff executes testing activities. Accela will work with the Agency to develop a test plan and deliver up to 4 sample test scripts, as well as an issue log to track the progress of testing. It should be noted that Accela will plan for a total of 4 to 6 weeks to complete this deliverable. If the Agency does not devote adequate time and staffing to UAT in order to completely test the solution, Accela may opt to postpone go -live at the Agency's expense. Accela will work diligently with Agency to ensure this does not occur and provide several opportunities for the Agency to add additional staff and time to this effort before recommending a postponement or delay. In terms of specific output, the following will be executed for this deliverable: Resolution of issues resulting from Agency User Acceptance Testing Proprietary and Confidential Page 40 MAcceta civic good ➢ Fully tested system that is ready to move to production for go -live ➢ Updated Requirements Traceability Matrix Accela Responsibilities: • Provide recommendations on testing strategy and best practices. • Lead the Agency in up to 6 weeks of User Acceptance testing effort and the validation of the system configuration and its readiness to be migrated to production for active use. • Resolution of issues as a result of User Acceptance Testing activities. Agency Responsibilities: • Provide timely and appropriate responses to Accela's request for information. • Make available the appropriate Agency key users and content experts to participate in user acceptance testing as defined and managed by Agency. • Develop the User Acceptance test scripts. • Utilize the use cases documented in each Configuration Document Deliverable as the basis for the acceptance of this Deliverable. Acceptance Criteria: • Completion of up to 6 weeks of UAT DELIVERABLE 20: ACCELA CIVIC PLATFORM SETUP - PRODUCTION Accela's technical staff will work with the Agency IT staff to ensure that the components for hardware, software, database, network, and Internet are in place for the production environment. Accela technical staff will validate the proper installation and configuration of the Accela Civic Platform environment. This Deliverable is defined as the installation of the Accela Civic Platform software on Agency computer systems, such that Agency can log into the system and verify that the software was installed. During the installation of Accela Civic Platform, existing documentation on the installation of Accela Civic Platform will be updated to include the Production information and provided to the Agency as reference material. In terms of specific output, the following will be executed for this deliverable: ➢ Installation of the licensed Accela Civic Platform products on Agency Production servers ➢ Demonstration of an operational Production Accela Civic Platform environment ➢ Updated Installation documentation Specifically, Accela will perform the following tasks within the support environment: • Perform a remote system check of the installation. • Install Accela software. • Demonstrate that the Accela Civic Platform applications are operational in the Agency computing environment. • Provide documentation of the Agency installation. • Configure Accela Civic Platform to use SQL Reporting Services. Accela Responsibilities: • Consult with Agency resources to provide technical input and answer technical questions related to the installation requirements for Accela Civic Platform. • Deliver and install the Accela Civic Platform software on the Agency server. • Provide hardware and installation documentation to Agency in order to facilitate procurement. Proprietary and Confidential Page 41 M Accela civic good Agency Responsibilities: • Provide timely and appropriate responses to Accela's requests for information. • Procure and configure necessary hardware, non-Accela systems software, and networking infrastructure as specified by Accela. • Provide/purchase/acquire the appropriate hardware, software and infrastructure assets to support the reporting technology. • Prepare the hardware, software, and network in accordance with the specifications provided by Accela. • Make available the appropriate Agency key IT users to participate in any hardware, software, environment, and infrastructure meetings. • Arrange for the availability of appropriate people for the system installation, setup, testing, and quality assurance throughout the setup process. Acceptance Criteria: • Confirmation of ability to log into the Accela Civic Platform software that has been installed on Agency computer systems. • Demonstrate core Accela Civic Platform system is operational in the Agency environment. STAGE 6 - DEPLOY DELIVERABLE 21: PRODUCTION SUPPORT Production date is defined as the official date in which Accela Civic Platform moves from the test environment to production for daily Agency usage. This date will be agreed to by both Accela and the Agency at project inception. It may be altered only by Change Order agreed to by both parties. In the weeks prior to moving to Production, Accela will assist in final data conversions, system validation, staff preparation assistance and training, and coordination of deployment. In terms of specific output, the following will be executed for this deliverable: ➢ Deployment support prior to moving to Production ➢ Setup of Integration points in Production ➢ Final Conversion run during cutover ➢ Accela Civic Platform used in Production environment for Agency daily use Accela Responsibilities: • Provide on -site resources to support the move to Production effort • With assistance from the Agency, lead the effort to transfer the system configuration and any required data from Support to Production • Assist in the development of a Pre -Production checklist that details the critical tasks that must be accomplished prior to moving to Production Agency Responsibilities: • Provide technical and functional user support for pre and post Production Planning, execution, and monitoring • Provide timely and appropriate responses to Accela's request for information • Assist in the development of a Pre -Production checklist that details the critical tasks that must be accomplished prior to moving to Production • Make available the appropriate Agency key users and content experts to participate in user acceptance testing as defined and managed by Agency Acceptance Criteria: • Deployment support prior to moving to Production Proprietary and Confidential Page 42 MAcceta civic good • Production system is first used by the Agency for daily use DELIVERABLE 22: POST DEPLOYMENT AND TRANSITION TO CUSTOMER SUPPORT This deliverable is comprised of the post- Production support assistance that Accela will provide to address issues and provide consultative advice immediately following the move to Production for daily use. Accela will provide support for 2 weeks immediately following deployment (go -live). Accela will work with the Agency to identify and address issues identified during this period using a Post Production Issues List. This list will be comprised of issues related to the defined deliverables listed in this SOW, which will be addressed by Accela, as well as any other issues that the Agency wishes to track (outside of scope, stage 2, etc.). Examples of issues the Agency is responsible for include training issues, functional changes beyond the scope of this Statement of Work, cosmetic changes, and procedures related to the use of Accela Civic Platform. Specifically, Accela will not be developing or creating additional reports, conversions, interfaces, records types and workflow processes that were not included in the scope of this project during post deployment support. At the end of the support period, Accela will provide a final a final copy of the issue tracker to the customer and disable the list. Additionally a formal meeting will be scheduled with the Agency, Accela Services Team, and Accela Customer Support. The purpose it to transition support of future issues and questions from the Agency to Accela Customer Support. In terms of specific output, the following will be executed for this deliverable: 2 staff onsite for week one of go -live (4 days), 2 staff onsite for week two (3 days) and remote support thereafter Transition of Agency from Services team to Customer Support for ongoing support Accela Responsibilities: • Provide post -production support for Accela developed configuration and components • Assist with the identification of issues for the Post Production Issues List Assist with issues that may arise related to the deliverables in this SOW Transfer ongoing support of the client and to the Customer Support to address any post Production issues that require remediation Agency Responsibilities: • Provide technical and functional user support for post -production support and monitoring • Develop and maintain a Post Production Issues List • Provide timely and appropriate responses to Accela's request for information • Make available the appropriate Agency key users and content experts to participate in user acceptance testing as defined and managed by Agency Acceptance Criteria: • Execution of 2 weeks of post -Production support • Official transfer from the Accela Services project team to the Customer Support DELIVERABLE 23: FIRE MOBILE INSPECTION APP A mobile inspection app will be developed for the Fire department based on the specifications defined in Appendix H. These services are provided by Accela's partner, CityGovApp. There is not payment milestone related to these Services as part of this Statement of Work. Payment for the App is based on a subscription model and defined in the Master Contract. A functioning version of the app will Proprietary and Confidential Page 43 MAccela civic good be delivered during the Build Stage so that Fire has at least 60 days for unit testing prior to UAT and based on the project schedule developed during Project Initiation. Proprietary and Confidential Page 44 MAccela civic good APPENDIX D - RECORD TYPES This table represents the total known record types for the City by department/division. .. Community Development 48 (rounded) 48.5% Building 13 13.5% Planning 32 33% Code Enforcement 3 3% Fire 20 22.5% Business License 13 13.5% Public Works 16 16.5% Development Services 4 4% Engineering 2 2% Urban Runoff 5 5% Transportation 6 6% Total 98 BUILDING # 1 Name Division .. T High Med Low Solar Permit Building y 1 2 Mechanical Permit Building y 1 3 Building Permit Building y 1 4 Residential Combination Permit Building 1 5 Commercial Combination Permit Building 1 6 Electrical Permit Building y 1 7 Plumbing Permit Building y 1 8 Swim Pool Permit Building y 1 9 Re -roof Permit Building y 1 10 Blockwall Permit Building 1 11 Patio Cover Permit Building 1 12 Certificate of Occupancy Building 1 13 Sign Permit Building y 1 Proprietary and Confidential Page 45 MAccela civic good 3 Entitlement Plan Amendments Planning Y 1 4 Preliminary Plan Reviews Planning Y 1 5 Variance Planning Y 1 6 Temporary Use Permits Planning 1 7 Limited Sign Permits Planning 1 8 Temporary Sign Permits Planning 1 9 Temporary Event Permits Planning 1 10 Animal Permits Planning 1 11 Certificate of Compliance Planning 1 12 Address Changes Planning 1 13 Lot Line Adjustments Planning Y 1 14 General Plan Amendments Planning Y 1 15 Zoning Map Amendments Planning 1 16 Zoning Text Amendments Planning Y 1 17 General Plan Conformance Planning 1 18 Tentative Parcel Maps Planning 1 19 Site Plan Review Planning 1 20 Annexation Planning Y 1 21 Reversion to Acreage Planning 1 22 Special Permit Planning 1 23 Tentative Tract Map Planning 1 24 Time Extension Planning Y 1 25 Environmental Review Planning Y 1 26 Administrative Permit Planning 1 27 Design Review Board Application Planning 1 28 Wireless Permit Planning 1 29 Appeals Planning Y 1 30 Landscape Permit Planning 1 31 Development Agreement Planning 1 32 Local Coastal Program Amendment Planning 1 CODE ENFORCEMENT � y ON", }6 `� fi 5 �. E &a; a 1 Code Complaint Code Enforcement Y 1 2 Code Violation Code Enforcement Y 1 3 Code Abatements Code Enforcement 1 AW-9 Proprietary and Confidential Page 46 M Acce [a civic good 1 Fire Code Operational Permits (Temporary) Fire 1 2 Fire Clearance Fire 1 3 Water based Fire Protection System Construction Permits Fire Y 1 4 Detection & Communication System Construction Permits Fire Y 1 5 Alternative Automatic Extinguishing System Construction Permits Fire Y 1 6 Pre -Construction reviews (Soil, DSA, Fire Master Plan, Other) Fire 1 7 Storage Tank, Methane barrier, & Oil Well Construction Permits Fire 1 8 Other Miscellaneous Fire Construction Permits Fire Y 1 9 Facility - CUPA Fire 1 10 Chemicals - CUPA Fire 1 11 Oil Well Operational Permits Fire 1 12 General Staff Activities (see RFP Fire Inspection Features item 34 regarding tracking special 1 projects, meetings, knox requests, etc.) Fire 1 13 Training Fire 1 14 Fire Operational Permits (Recurring) Fire 1 15 Existing Occupancy Inspection Fire 1 16 Master File (creating a record against a parcel or building) Fire 1 17 Certified Unified Program Agency (Inspection, Violation, and Enforcement) Fire 1 18 Pre -Fire Plan Fire 1 19 Fire Hydrant Inspection Fire y 1 20 Fire Hose Inspection Fire y 1 BUSINESS LICENSE # 1 Name Standard Business License Division Business License .. T Y High 1 Me Low 2 Home Based Business License Business License Y 1 3 Special Event Business License Business License 1 4 Out -of -City Contractor Business License Business License 1 5 Massage Establishment Registration Certificates Business License 1 6 Oil Production Taxes Business License 1 7 Entertainment Permit Business License 1 8 Conceptual Entertainment Permit Business License 1 9 Fortune Teller Permit Business License 1 10 SOB - Business Permit Business License 1 11 SOB - Performer Permit Business License 1 Proprietary and Confidential Page 47 M Accela civic good 12 Escort Service Permit Business License 1 13 Escort Employee Permit Business License 1 DEVELOPMENT SERVICES/ENGINEERING # 1 Name Harbor Permit Division Development Services/Engineering BPT High Med 1 Low 2 Final Parcel Map Development Services/Engineering 1 3 Tract Bonds Development Services/Engineering 1 4 Cash Bonds Development Services/Engineering 1 5 Encroachment Permit Development Services/Engineering 1 6 Grading Permit Development Services/Engineering 1 7 Temporary Parking Permit Development Services/Engineering 1 8 Storage Bin Permit Development Services/Engineering 1 9 Street Vacation Development Services/Engineering 1 10 Transportation Permit Development Services/Engineering 1 11 Haul Route Permit Development Services/Engineering 1 # 1 Name Fats, Oils, & Grease Inspections Division Urban Runoff BPT High Med 1 Low 2 Industrial/Commercial Inspections Urban Runoff 1 3 Fixed Facility Inspections Urban Runoff 1 4 WQMP Inspections Urban Runoff 1 S Urban Runoff Complaint Investigation Urban Runoff 1 6 Construction Site Inspection Urban Runoff 1 Proprietary and Confidential Page 48 M Accela civic good APPENDIX E - DELIVERABLE ACCEPTANCE FORM Please acknowledge acceptance by: A B Sign and fax this document to Email this document as an attachment to: Accela; Inc. YOUR NAME OR I YOUR EMAIL YOUR TITLE Tel: Fax: Agency agrees that Accela has successfully completed the following Deliverables: Source 1 Deliverable # Reference Details Service Agreement Agency agrees that Accela has successfully completed the Deliverables described above in accordance with the terms of the related Contract/Agreement. APPROVALS: Agency Name Signature Title Date Proprietary and Confidential Page 49 M Accela civic good APPENDIX F - CHANGE ORDER TEMPLATE SAMPLE CHANGE ORDER — PAGE 1 Agency: CO #: Project Code: Date: Contract #/ PO #; Initiating Department: Initiated By: Change Category: ❑ Product ❑ Project ❑ Contract ❑ Maintenance PROJECT CHANGE DESCRIPTION/TASK SUMMARY: 1. <title of issue / cause of change> Issue details I scope impact: • Schedule impact: • Resource impact: • Cost impact: 2. <title of issue / cause of change> Issue details I scope impact • Schedule impact: • Resource impact: • Cost impact: Total Project Schedule Impact: Total Project Resource Impact: Total Project Cost Impact: DISPOSITION COMMENTS: Disposition: ❑ Approved ❑ Rejected ❑ Closed ❑ See Comments Date: Proprietary and Confidential Page 50 M Accela civic good SAMPLE CHANGE ORDER — PAGE 2 The above Services will be performed in accordance with this Change Order / Work Authorization and the provisions of the Contract for the purchase, modification, and maintenance of the Accela systems. The approval of this Change Order will act as a Work Authorization for Accela and / or Agency to perform work in accordance with this Change Order, including any new payment terms identified in this Change Order. This Change Order takes precedence and supersedes all other documents and discussions regarding this subject matter. Accepted By: Agency Accepted By: Accela, Inc. By: By: Print Name: Print Name: Title: Title: Date: Date: Proprietary and Confidential Page 51 MAcceta civic good APPENDIX G - CITYGOV APP SOW .1. ityGovAppr 2411 Roosevelt Ave Berkeley, CA 94703 (888) 711-3589 www.citygovapp.com Huntington Beach - FD Inspector Mobile App Statement of Work Date: March 24, 2016, Contact: Haseeb ChaudhTy Phone: 510-206-9557 Email: hchautlhry(d)ctcjovapp_com Information in this document is confidential. It is intended for addressee client only, Proprietary and Confidential Page 52 MAccela civic goad Thank you for the opportunity to present this Statement of Work for mobile app development for the City of Huntington Beach Fire Department. Project, outline CityGovApp, Inc. will work closely with City of Huntington Beach Fire Department and Accela to develop an i0S mobile app to perform in -field inspections on iPad mobile devices. This mobile app will rely on Accela backend configuration to retrieve and submit data. This app will allow users to perform field inspections and submit reports. Please see the attached user interface design and description for details. Proprietary and Confidential Page 53 MAccela civic good i The first screen will show Huntington Beach Fire Department logo and name. Proprietary and Confidential Page 54 MAccela civic good The user will be able use their Accela account credentials to log in. • Option to select "Engine" and "Shift". The mobile app will follow the login configuration designed in Accela, if needed, the app will allow multiple users to login and have the ability to perform inspection of that same engine and shift. Proprietary and Confidential Page 55 MAccela civic good 0 The user will be able to select between the following inspection types: 1. Occupancy/Permit Inspection 2. Hydrant 3. Oil Well Inspection 4. C.U.P.A 5. Construction 6. Hose Inspection 7.Preplans w Proprietary and Confidential Page 56 MAccela civic good Note: Pre -plans should be viewable by all users for all districts without having to select a specific Engine Company and shift or the option to select "All Engines" and "All Shifts" will be available. These inspection checklists will be based on inspection reports configured in Accela. w Search District/Grid Layer Address _.... _....-... a 5 gan4M Anv,�cs Pp 5 gan4M Anv,�cs Pp Start Time: 1:22 min Business Name Last Inspection Date Inspection Type Street # Street Name Suite/Unit City State Zip Fire Protection Systems V' Sprinklered v U.C,300 F.A. 800 M6 H2 Other Other FM 200 Occ. Class Permit Type Parcel it Square Feet g j No. of Floor HAZMAT Disclosure Occ. Load Area Description I_. _. i ...... ..,..... i . ... J Notes N Search: • Ability to search by address, business name, due date, and status and District Grid • Based on login credentials, view assigned inspections on a map or list view. • Expand the map view by clicking on expand arrow • View Run Map tab that shows "grid map" and "blow up" map pdfs. Proprietary and Confidential Page 57 MAcceta civic good Note: Implementation of this feature will depend on availability of web services from HB. We would need access to the SharePoint URLs or ESRI URL to view these maps. • Display Business Name • Display Last Inspection Date • Display Inspection Type • Address: street number, street name, Suite/Unit, City, State, and Zip Code. • Display Fire Protection Systems fields. Based on Accela configuration option to enter "Other" Fire Protection Systems. • Display Occupancy Class, Permit Type, Parcel Number, Square Feet, Number of floors, HAZAT Disclosure, Occupancy Load, Area Description, building features/hazards (selected from drop down fields in Fire Mobile application), Fire Flow Information (GPM and hose lines and size based on square footage per floor and % of floor involved). • A minimum of 10 comment/note boxes. • A scroll down feature will be included within each tab to allow additional information to be shown within the page. • Display "Alert" icon that can expand to a show the alert messages. The Alert messages will be based on options available in Accela. These Alerts will follow the workflow configuration defined in Accela such that the appropriate messages can be displayed automatically based on the status of business license or certificate of occupancy or a code enforcement case. Also, based on the workflow configuration in Accela, notifications can be sent to the applicable department staff (and shown on the Accela dashboard). Users will also have the option to enter other Alert messages manually. Display "Start Time" for the inspection. Start time begins when the inspection type is selected. The inspection timer will start when the inspection is opened and end when the inspection is saved or submitted. Proprietary and Confidential Page 58 MAcceta civic good • Data in this screen will be automatically populated in the appropriate fields as long as it is available through Accela. The user will also have option to manually enter the data in the mobile application and push it to Accela based on Accela configuration. When information is entered in the field in the app (i.e. information such as Fire Protection System Information, square feet, building features/hazards etc.). then same Accela fields will be updated based on Accela configuration. Fields showing the inspection year assignment (i.e. annual, tow year, three year, four year) and any overrides will be included. Ability to enter multiple occupant loads and description for different areas of occupancy. Additional fields will be included for documenting based on configuration in Accela. • Occupancies will be color coded on the map to indicated various inspection status. The ability to take and add pictures with notes (similar to how picture are added in the Hydrant Inspection screen) will be included on this screen. A drop down field for selection of multiple operational permit type (i.e. liquid propane gas, high piled storage, compressed gas, flammable liquids. Etc.) will be included on this page. For any permit selected, the permit conditions will appear on this page and the applicable requirement will automatically be shown in the "Inspection Checklist" tab as part of the checklist for any permits at the occupancy as configured in Accela. Proprietary and Confidential Page 59 M Accela civic good 2 Search District/Grid Layer Address Business Status T Run Map .... Map 1 - ./ Name Insp. Type ' :Alert ABC Annual 4/3/2014 n, xvz A--1 ._.- 4/3/2014 ..................................._....._.. _. xvz Annual 4PY2014 xvz Annual V312014 J11 ABC Annual 4IY2014 ABC Aria" 4/312014 xrz Annual WV2014 xrz Annual V3/2014 xrz Annual ..............._........._...........................................__ 4rJM14 XYZ Annual 4/3/2014 Contacts Preplan History General Access, Records & Permits r e Fire Extinguishers C Exits Storage Electrical Fire Protection & Radio Communication Systems Hazardous Materials Additional Violations/Comments For Occupancy Inspection, the user will have the following tabs: • Inspection Checklist • Contacts • Preplan • History • Permits The data in this tab will be displayed based on what is available in Accela after configuration. These tabs will also be included when `tOil Well" or "CUPA" Inspection types are selected after login. Proprietary and Confidential Page 60 M Accela civic good Inspection Checklist: • The appropriate checklist will be automatically selected based on the type of inspection, permit types at occupancy, etc. Under inspection checklist, the user will also be able to manually select checklists (maximum of 30 checklist included in the price. Additional checklists may be added at $75 per hour cost) and perform inspection. As indicated on the previous screen the applicable requirements will be automatically shown in the "Inspection Checklist" tab as part of the checklists for any permits at the occupancy. These checklists will be based on Accela configuration and workflow. As configured in Accela, the app will allow the user to refer inspection to the "Fire Prevention Bureau Inspector" with a prompt that appears to allow the user to indicate the reason for the referral. The Inspection referral and the reason for referral message will be sent to district inspector dashboard for follow up. Based on Accela configuration, appropriate checklists will be displayed based on the permit type selected. • The ability to take and add pictures with notes (similar to how picture are added in the Hydrant Inspection screen) will be included on this screen. Previous inspection violation that are still pending will show within the "Inspection Checklist" tab. Proprietary and Confidential Page 61 M Accela civic good Search District/Grid Layer Address Business Status Run Map List � r-1 V v r� v v Qv0 5 t1anF of Anx��i�'a t� v0 v - Inspection Checklist Preplan History Property Owner Edit Salina Wragg 5645 Fourth Rd, Chula Vista, CA 91910 954-045-7737 188-600-8405 trusler@gov.com Business Owner Edit Gilberta Humbrid 5645 Fourth Rd, Chula Vista, CA 91910 954-045-7737 168-600-8405 trusler@gov.com a Contacts: • Display contacts from Accela such as Property Owner and Business Owner • Ability to edit contact information • Ability to add new contacts • Ability to add up to three emergency contacts (name, phone number, email) per Accela configuration. • Ability to edit contact fields in the mobile app and update them in Accela. • Ability to search for contacts Proprietary and Confidential Page 62 MAccela civic goad • Auto populate the property owner and business (name, address, phone number, business manager name and contact information) as configured in Accela. Also option to enter the information manually. • Multiple contacts, per available options configured in Accela backend. • As configured in the backend, the defaults for property owner, business, and business owner contact information will be automatically populated based on business licensing information, then by Certificate of Occupancy information (second preference if Business License information is not available), then by GIS information (third preference), then by manual entry if the information is not included elsewhere in the software. Proprietary and Confidential Page 63 M Acceta civic good • i Inspection Checklist Contacts History Search District/Grid Layer ....... .. _�� TXT Address _. ......._.. Business _...... _. _...._.. ___.. Status Run Map 10/2/2012 John Smith .... View .. -� COCAR Panels 10/2/2012 John Smith View Map ...! .......Run _..........._.... ..__ .List _............ Basement 10/2/2012 John Smith View C.U.P,A Disclosure 10/2/2012 John Smith View i Ci .. wq' Notes 10/2/2012 Building Drawing 10/2/2012 John Smith View John Smith View i PrePlan: • Ability to view preplan information (that is included in the Occupancy Inspection screen) documents (pdf and text, and images) that are associated with the record. • Ability to open the PDF documents in Adobe mobile app that will allow annotation. • Ability to view and update CUPA data and disclosure if available through Accela. • Occupancies will be color coded on the map based on their status. Proprietary and Confidential Page 64 MAccela civic good Search District/Grid Layer Address Business Status Run Map List Q Q Q QQ� Y d A,-, �� QQ V Q I Inspection Checklist I Contacts History TXT View PDFs, images and Text documents and occupancy information from the occupancy inspection screen. Proprietary and Confidential Page 65 M Accela � civic good Search District/Grid Layer Address Business Status Run Map List Q V gyp° 0 ��Q Inspection Checklist Contacts I Preplan 2015 2014 8/5/2015 4:20 PM Review Westerford 2 NC - Underground Fire Service - Pressure Test Engine 51 (FM1) 8/5/2014 4:20 PM Review Westerford 2 NC - Underground Fire Service - Pressure Test Engine 51 (FM1) History: View inspection history for the selected record. Proprietary and Confidential Page 66 M Accela civic good Legal Agreement X Loren ipsum door sit,met, consectetur adipiscing alit. Donec facilisis odi, Magna, a Maximus sem vestibulum W. Nam voadpat quam in turpis sodales, an consectetur quam semper. Nam dolor lorem, bland' Vol uhricies id, auctor luetus ume. Cras maxim rs mattis nulls at tempor. Donee at tellus tells. Mauna Id omare uma, Vol ullamcor per turpis. Fusco condimentum Imperolet ipsum, sit smat accumsan liquid laoreet al.Lolem Ipswn dolor sit amet, consectetur adipiscing alit. Donec lacilisls otlio magn i,Lorem Ipsum dolor sit amid, consectetur adlpiscing'gl. cerise lacilisls otlio magna, a maxim is sem vestibulum ut. Nam volulpnt quam in turpis sodales, eu can- sadatur quam semper. Nam data, lbrem, bland'val Oriole, Id, auctor luetus urns. Cras Maximus mottle null, at temper. Donec at tellus falls. Mauna Id om ds uma, Val W. lamcor aectetur quam aemasr. Nam dolor lorem, blandil at ultricies to. auctor luetus uma. Cras Maximus mattis nulla at temper. Donec uri et Callus fells. Mas id ornare uma, Vol ulumtor par turpis. Fusco condimentum imperdiet ipsum, sit amid accumsan ligula laoreat at.Lorem ipsum dolor sit amet, consectetur adipiscing alit Donec facilisis -.a magna.Lorem ipsum dolor sit amet consectetur adipiscing alit Donec facilisis bale magna,' Maximus sem vestbulum ut. Nam volutpat quam m furors sotlales, eu settetur quam semper. Nam dolor I...M, blandit vel ultncias,d, auctor luetus uma. Cres Maximus mattis nulls at tempor. Donec d fellus delis. M..... d omare uma. vet ullamcor per turpis. Fusee condimentum ,mperd d ipsum, ad amet accumsan ligula looreet atLorem psum dolor sit amet consecteur adplscmg out. Do— facilisis otlio magna,Lorem ipsum dolor sit amet, consectetur atllpiscing old. Do— t—ldus odo magna, a max.mus sem vestibulum ul. Nam volutpat quam in turpis sodales, per turpis. Fusco condimena.M imparaied ,psum, sit anim accumsan ligula laoreet M.Loren vaum dolor sit 'met co sectatur atllpiscing elit. Do— lacilisls otlio magna, Loren ipsum dolor sit stud, consecteur ,dlpisoing aid. Done, lecil.s,s ado magna.1--m ipsum dolor sit amet, conseddut aalpiscmg alit. Donec fend.... otlio magna, a Vest,bulurn ut Nam volutpat quam m tupis sotlales.por turpis. Fu.ce condimentum imperaid ipsum, sd amet accumsan Ilgulo tao,eel attorem ipsum data, sit ometgconsedetur adlpiscbq alit Donec fodlisis odb magna, Owner Signature } Inspector. Kevin Richardson Signature Screen: • Search contacts for signature name • Ability to add new signature name • Display Inspector name based on login credentials • Ability to capture signature on the touch pad Report Review: Preview Report before sending Submit Report: Proprietary and Confidential Page 67 MAccela civic good • Submit Report to Accela. Legal Agreement X Loren Ipsum dolor it amet. ...a -me., adipiscing alit. Dun- facilisis olio magma, a maximus sem vestihulum W. Nam volutidat quam in turpis sodales, eat consectetur qua. —ire, Nam dolor torero, blandit vet uaricies id, auctor Iuclue uma. Cm, maximus maths null. at tempo,. Donee Wit lamas fells. Mauns ri omare uma, vet ullamcor per kepis, Fusee condimenlum cumsan impaid,eI Ipsum. sit .net acligula laoreel ul.L.mm ipsum tlolor sit .met, c eutetur adipiscing alit. 0-.. laclbaa odlu m igna,Lorenl ipsum dolor sit .met, conZ—hir adipiscing an, Donee faeilisia odio magna eslibum xulin. Nam V010pm quam in tunas sodalex, esitcon- seclew, quam semper. Nam dolor lorem, blandit vel uancles Id, auctor luctus uma. Cras nammiusmatt,. nulls at tempor. Donec st tellus tells. Mauns al omare uma, vel I. lamcor sact,tor quam semper. Nam dolor I min, blandit vet uanciea id, auctor luctus uma. Gras maximus mattis null. m mrapor. Donec at tellus tells. Means id omore uma. vet uliemeor per turpis, Fusee condlmentum impardiet ipsum, sit amet accumsan ligula looreat at.L,mm ipsum dolor sit amet. conseetetur atllpiscing eltt Donee facilisis said magna.Lorem ipsum dolor sit amet, conaectmur adipiscing slit. Do— tacilisis odio magna, a maximus sem vestihulum at, Nam volutpat quam in turpis sedates, eu consecrator quam semper. Nam dolor loram, bland vel ultncies id. auctor luctus uma. Cras maximus meals nulla at tempor. Donec at lellus fells. Means Id omare uma, vet ullamcor per turpis. Fusee condimenlum tmperdist ipsum, sit amet accumsan Ilgula laoreet m.Lorem ipsum dolor sit a.et, consectetur adipiscing alit Donoc t-u1s s aria magna,Lorem ipsum dolor sit .met, eonseetetur atllpiscing alit. Donee tarsdu is odio magna, a maximus am vemlbulum at. Nam volutpol quam in turps soda-, per turpis. Fusee condlmentum imperdiet Ipsum, sit .met accumsan ligula laomet a1.Lorem ipsum dolor sit amen, consectetur adipiscing elit. Donee facilisis odio magna, Lwmn ipsum dolor sit amet, cousectetur ad plscing alit. Donee facilisis odio.ogna,Lorem ip-m dolor sit amet, consectetur adipiscing alit. Donec facilisis oalo magna, a Vla,lum ut. Nam volutpm quam In turpis so Ja1,s,per turpis. Fusee condimenlum impardiet ipsum, se .met accumwn ligula Inoreet atLorem tpsum tlolor sit nmmbescol seaolur adipiscing alit. Donec laclllsis odio magna, Owner Signature } Inspector: Kevin Richardson Message Mail iCloud Photo Notes Twitter Sharing Print Slideshow Assign to Use as Contact Wallpaper , Review 1Copy Report Share: Ability to Share the report using the standard i0S sharing options. Proprietary and Confidential Page 68 M Accela civic good nyorant inspection Hydrant7778789 Fan Search Andress Inspection Region Status Hydrant7778790 Pass List Hydrant 7778791 Pass Fail V Y Q i Hydrant 7778792 Fail Hydrant Inspection • Search fire hydrant by address, regions/districts, and status • View the hydrants in map and list view • Able to select Pass/Fail, attach an image, and add comment to each inspection • Auto notifications based on workflow configuration and logic set in Accela backend. • Per Accela configuration and workflow, send notification to applicable public works staff if any hydrant fails inspection. • Select multiple hydrants for bulk inspection Proprietary and Confidential Page 69 MAcceta civic good Search Address Inspection Region Status Map ,j Hydrant Address Inspector Date 7748382 45 0.1 nd M. AnlhO S 081571 7748382 45 Oak Rd Ma... Anthony S W5/1 7748382 45 Oak Rd Ma._ Anthony S 0815114 7748382 45 Oak Rd Ma... Anthony S 08/5/14 7748382 45 Oak Rd Ma.. Anthony S 08/5114 7748382 45 Oak Rd Mo.., Anthony S 08/5114 7748382 45 Oak Rd Ma... Anthony S 0815/14 7118382 4 • oak Rd Ma.. Anthony 5 08/5114 7748382 45 Oak Rd Ma... Anthony 8 08/5114 7748382 45 Oak Rd Mo... Anthony S 0875114 Hydrant7778789 Hydrant7778790 Hydrant 7778791 Hyd++��rant 7778792 Fail Pass Pass Fail Fall Oil Well Inspection • These inspection checklists will be based on inspection reports configured in Accela. C.U.P.A • These inspection checklists will be based on inspection reports configured in Accela. Proprietary and Confidential Page 70 MAccela civic good Off-line Capability: The user can pre -download the multiple/bulk inspections or a specific inspection on the device and perform these inspections off-line. Map functionality may not be available in the offline mode. We can also provide an ad -hoc inspection form that will allow the users to manually add property, business, contacts and complete inspection list on the device. Proprietary and Confidential Page 71 M Acceta civic good Time Estimate Per attached user interface design and workflow, we estimate the following time frames: FD Inspector Mobile: 16 weeks This time estimate is contingent upon availability and integration with Accela APIs. Maintenance Service: The monthly maintenance plan includes the following services: App store administration • Prepare and submit app for app store approval • Manage all correspondence with the app store administration • Make necessary changes to ensure that the app is approved • Manage and modify app description and key -word search options OS updates (iOS, Android, Windows) • Update the app to ensure it works with the new OS releases/patches from Apples, Android and Windows Test the app to make sure it works with the new OS releases/patches New hardware releases • Update the user -interface and graphics to work with changes in screen sizes Bug Fixes Proprietary and Confidential Page 72 MAcceta civic good • Fix any software bugs that are discovered after the release SDK Updates • Update the app to ensure it works with the new releases of APIs and web services. Customer/End-User Support Manage all support email from end -users and forward them to the appropriate channels defined by the agency Agency Technical Support • Support for functionality, back -end integration and usability of the app. Maximum of 10 hours per month. Additional time will be charged at $75- $100 per hour, depending on resources required. App Enhancement/Changes • Three hours of development services are included in the monthly subscription rate. Additional development services for new features and enhancements can be contracted for $75 per hour. Proprietary and Confidential Page 73 MAccela civic good APPENDIX H - REPORT MATRIX This appendix represents a list of known reports that the City has today and an analysis of how these reports would be delivered from the Civic Platform, in the future, if they are still needed. Report., Doc Type Accela Delivery Method 1 Job Card Building 6 - Label Custom Report (Accela Ad Hoc) 2 Open Plan Check Building 1 - Report Custom Report (Accela Ad Hoc) Submittals 3 Report for Plan Check re- Building 1 - Report Custom Report (Accela Ad Hoc) submittal 4 List of Permits Issued Building 1- Report Custom Report (Accela Ad Hoc) 5 List of Permits Issued, not Building 1 - Report Custom Report (Accela Ad Hoc) yet finagled 6 List of Permits Finalled Building 1 - Report Exportable List 7 Permits Issued by Building Exportable List Contact type 8 Average Daily Inspections Building 1 - Report Exportable List 9 California Building Building 1 - Report Custom Report (Microsoft SQL Reporting Standards Services) 10 All permits/CofO for a Building 1 - Report Exportable List specific address 11 List of Inspections Building 1 - Report Exportable List 12 Maintain Inspections Building 1 - Report Custom Report (Accela Ad Hoc) 13 Orange County Assessor Building 1 - Report Exportable List Download File 14 Plan Review Work Load Building 1 - Report Custom Report (Accela Ad Hoc) 15 DIF Reminder Letter Building 3 - Letter Custom Report (Accela Ad Hoc) 16 Notice of Non- Building 3 - Letter Custom Report (Accela Ad Hoc) Compliance 17 Reactivated Extended Building 1 - Report Custom Report (Accela Ad Hoc) Permit Revenue Report 18 Permits Issued New 6 28 Building 1 - Report Custom Report (Accela Ad Hoc) 2006 Report 19A Letter Plan Check Building 3- Letter Custom Report (Accela Ad Hoc) Expiration - Criteria Page 19B Letter Plan Check Building 3- Letter Custom Report (Accela Ad Hoc) Expiration - for Property Owner 19C Letter Plan Check Building 3- Letter Custom Report (Accela Ad Hoc) Expiration - for the Applicant. 19D Plan Check Expiration Building 1 - Report Custom Report (Accela Ad Hoc) Reminder Letters Created Report 20 Pollutant Discharge Building 1 - Report Custom Report (Accela Ad Hoc) Elimination System Report (NPDS) 21 Plan Check Turnaround Building 1 - Report Custom Report (Microsoft SQL Reporting Report (1st Submittals) Services) 22 Expired Permits Needing Building 1 - Report Custom Report (Accela Ad Hoc) Inspection Proprietary and Confidential Page 74 M Accela civic good 23 Inspections Remaining Today Building Exportable List 24a Finalled Permits w/ Plan Check Building Custom Report (Accela Ad Hoc) 25b Building Inspectors RDs Building 1- Report Custom Report (Accela Ad Hoc) 25 Building Inspectors RDs Building 1 - Report Custom Report (Microsoft SQL Reporting Services) 26 SMIP Building 1 - Report Custom Report (Accela Ad Hoc) 27 Fiscal Year Activity Building 1 - Report Custom Report (Accela Ad Hoc) 28 C-404 Report Building 1 - Report Out of the Box Report 29 Fees Paid by Master Project Number Building 1 - Report Custom Report (Accela Ad Hoc) 30 Fees paid by Revenue Building 1 - Report Out of the Box Report 31 DF-HU Housing Building 1 - Report Custom Report (Accela Ad Hoc) 34 Report corrections/comments Building 1 - Report Custom Report (Accela Ad Hoc) 35 Report for Stop work Tracking Building 1 - Report Custom Report (Accela Ad Hoc) 36 Permit Expiration Letter Building 3- Letter Custom Report (Accela Ad Hoc) 37 Inspection Correction List Building 1 - Report Custom Report (Mobile) Ref # Document Name Module Doc Type Accela Delivery Method 1 Planning Application Report Planning 1 - Report Exportable List 2 Entitlement by Type & Count Planning 1 - Report Custom Report (Accela Ad Hoc) 3 Planning Activity Report Planning 1 - Report Custom Report (Microsoft SQL Reporting Services) 4 Tentative CC/PC Schedule Planning 1 - Report Custom Report (Accela Ad Hoc) 5 Major Projects List Planning 1 - Report Exportable List 6 Entitlement Timeline Report Planning 1 - Report Custom Report (Accela Ad Hoc) 7 General Plan Amendment Report Planning 1 - Report Exportable List 8 Local Coastal Program Amendment Report Planning 1 - Report Exportable List 9 Flood Zone Report Planning 1 - Report Custom Report (Accela Ad Hoc) 10 DOF/CDR Report Planning 1 - Report Custom Report (Accela Ad Hoc) 11 Notice of Filing Status Planning 2- Notice Out of the Box Report 12 Notice of Action - Planning Commission Planning 2- Notice Custom Report (Accela Ad Hoc) 13 Notice of Action - Zoning Administrator Planning 2- Notice Custom Report (Accela Ad Hoc) Ref # Report Name Module Doc Type Accela Delivery Method 1 Code Enforcement Case open over 90 days Code Enforcement 1 - Report Custom Report (Accela Ad Hoc) 2 Code Enforcement Notice of Violation Letter Code Enforcement 3 - Letter Custom Report (Accela Ad Hoc) 3 Code Enforcement Letter Code Enforcement 3 - Letter Custom Report (Accela Ad Hoc) 4 Code Enforcement Activity Code Enforcement 1 - Report Custom Report (Microsoft SQL Reporting Services) 5 CE Average Days to Compliance Code Enforcement 1 - Report Custom Report (Accela Ad Hoc) Proprietary and Confidential Page 75 MAcceta civic good 6A CDBG Block Grant Code 1 - Report Custom Report (Microsoft SQL Reporting Activity Report Enforcement Services) 6B CDBG Quarterly Code 1 - Report Custom Report (Microsoft SQL Reporting Enforcement Report- Enforcement Services) Current one in Cityview 7 CE Compliance Code 1 - Report Custom Report (Microsoft SQL Reporting Measurements Enforcement Services) 8 CDBG Housing Units Code 1 - Report Custom Report (Accela Ad Hoc) Receiving Violations Enforcement 9 CDBG Quarterly Code Enforcement Custom Report (Microsoft SQL Reporting Enforcement Report Services) 10A Notice & Order Initial Code 3 - Letter Custom Report (Accela Ad Hoc) Letter Enforcement 10B Notice & Order of Public Code 3 - Letter Custom Report (Accela Ad Hoc) Nuisance Enforcement 10C Notice & Order to Clean, Code 3 - Letter Custom Report (Accela Ad Hoc) Remove, Repair and/or Enforcement Cease a Public Nuisance 10D Notice & Order to Clean, Code 3 - Letter Custom Report (Accela Ad Hoc) Remove, Repair and/or Enforcement Cease a Public Nuisance Attachment A 10E Notice & Order to Clean, Code 3 - Letter Custom Report (Accela Ad Hoc) Remove, Repair and/or Enforcement Cease a Public Nuisance Page 5 Ref # Document Name Module Doc Type Accela Delivery Method 1 Job Card Fire 2 - Notice Custom Report (Accela Ad Hoc) 2 Open Plan Check Fire 1 - Report Custom Report (Microsoft SQL Reporting Submittals (1st Services) Submittals) 3 Open Plan Check Fire 1 - Report Custom Report (Microsoft SQL Reporting Submittals (2nd Services) Submittals) 4 Open Plan Check Fire 1- Report Custom Report (Microsoft SQL Reporting Submittals (3rd + Services) Submittals) 5 Fire Open Planning Fire 1 - Report Custom Report (Accela Ad Hoc) Submittals 6 Fire Prevention Activities Fire 1 - Report Custom Report (Accela Ad Hoc) Report 7 Fire Plan Check Fire 1 - Report Custom Report (Accela Ad Hoc) Turnaround Report (All Submittals) 8 Fire Plan Check Fire 1 - Report Custom Report (Accela Ad Hoc) Turnaround Report (1st Submittal) 9 Fire Plan Check Fire 1- Report Custom Report (Accela Ad Hoc) Turnaround Report(2nd Submittal) 10 Fire Plan Check Fire 1 - Report Custom Report (Accela Ad Hoc) Turnaround Report (3rd+ Submittals) Proprietary and Confidential Page 76 M Accela civic good 11 Plan review corrections Fire 2 - Notice Out of the Box Report 12 Fire Department Fire 2 - Notice Out of the Box Report Inspection Correction Notice 13 Fire Permit Print Out Fire 2 - Notice Custom Report (Accela Ad Hoc) 14 New Certificate of Fire 1 - Report Custom Report (Accela Ad Hoc) Occupancy Report 15 Permit Expiration Notice Fire 2 - Notice Custom Report (Accela Ad Hoc) (Permit will expire within 1 month) 16 Permit Expiration Notice Fire 2 - Notice Custom Report (Accela Ad Hoc) (Permit expired) 17 Expired Permits Needing Fire 1 - Report Custom Report (Microsoft SQL Reporting Inspections Services) 18 Residential Sprinkler Fire 1 - Report Exportable List Inspections 19 Count of Fire Permits Fire 1 - Report Custom Report (Accela Ad Hoc) Component Types (within specified date range) 20 Count of Fire Permits Fee Fire 1 - Report Custom Report (Accela Ad Hoc) Types (within specified date range) 21 CUPA Quarterly Report 1 - Report Custom Report (Microsoft SQL Reporting Services) 22 Training Quarterly and 2 - Report Custom Report (Accela Ad Hoc) Year End Report Ref # Document Name Module Doc Type Accela Delivery Method 1 New business licenses Business 1 - Report Custom Report (Accela Ad Hoc) created in specific date License ranges 2 New business licenses Business 1 - Report Custom Report (Accela Ad Hoc) created in specific date License ranges for specific types of businesses 3 Renewed business Business 1 - Report Exportable List licenses for specific date License ranges 4 Delinquent business Business 1 - Report Exportable List licenses License 5 Delinquent business Business 1 - Report Exportable List licenses in commercial License locations 6 Delinquent business Business 1 - Report Exportable List licenses in home based License locations Proprietary and Confidential Page 77 M Accela civic good 7 Delinquent business Business 1 - Report Exportable List licenses for out of city License building contractors 8 Delinquent business Business 1 - Report Exportable List licenses for specific License business types 9 Delinquent business Business 1 - Report Exportable List licenses for specific date License ranges 10 Specific type(s) of Business 1- Report Exportable List businesses License 11 Specific type(s) of Business 1 - Report Custom Report (Accela Ad Hoc) businesses combined in License one SIC code 12 Businesses located in Business 1 - Report Custom Report (Accela Ad Hoc) specific address ranges License 13 Balances due for specific Business 1 - Report Custom Report (Accela Ad Hoc) types of reasons License 14 Balances due for specific Business 1 - Report Custom Report (Accela Ad Hoc) business types and for License specific types of reasons 15 Balances due for specific Business 1- Report Custom Report (Accela Ad Hoc) business types and for License specific types of reasons and in specific date ranges 16 Business licenses on hold Business 1 - Report Custom Report (Accela Ad Hoc) License 17 Business licenses on hold Business 1 - Report Custom Report (Accela Ad Hoc) for specific reasons License 18 Business licenses that Business 1 - Report Custom Report (Microsoft SQL Reporting have a specific item (such License Services) as a sellers permit, contractor's license, etc) 19 Delinquent business Business 1 - Report Custom Report (Microsoft SQL Reporting licenses that have a License Services) specific item (such as a sellers permit, contractor's license, etc) 20 Specific dollar amounts Business 1- Report Custom Report (Accela Ad Hoc) paid License 21 All Business Business 1 - Report Exportable List Improvement District License (BID) businesses 22 Delinquent BID Business 1 - Report Custom Report (Accela Ad Hoc) accounts/licenses License 23 Payments received on Business 1 - Report Custom Report (Accela Ad Hoc) BID accounts/licenses License only 24 BID accounts/licenses in Business 1 - Report Custom Report (Accela Ad Hoc) each zone License 25 Late Fee Letter Business 3 - Letter Custom Report (Accela Ad Hoc) License 26 Late Fee Letter — Notice Business 3 - Letter Custom Report (Accela Ad Hoc) of Violation License 27 Bal Due Letter Business 3 - Letter Custom Report (Accela Ad Hoc) License 28 Balance Due and Missing Business 3 - Letter Custom Report (Accela Ad Hoc) Documentation Letter License 29 Need to apply for a BL— Business 3 - Letter Custom Report (Accela Ad Hoc) FTB filing License Proprietary and Confidential Page 78 M Accela civic good 30 Need to apply for a BL— Business 3 - Letter Custom Report (Accela Ad Hoc) FBN-DBA filing License 31 Need to apply for a BL— Business 3 - Letter Custom Report (Accela Ad Hoc) Contractor Sub -List License 32 Need to apply for a BL— Business 3 - Letter Custom Report (Accela Ad Hoc) Rental Units License 33 NEED TO APPLY FOR A BL Business 3 - Letter Custom Report (Accela Ad Hoc) —SELLERS PERMIT License 34 Missing documentation Business 3 - Letter Custom Report (Accela Ad Hoc) letter License 35 Delinquent BID fee letter Business 3 - Letter Custom Report (Accela Ad Hoc) License 36 Bal Due for BID fee letter Business 3 - Letter Custom Report (Accela Ad Hoc) — New App License 37 Massage ERC renewal Business 3 - Letter Custom Report (Accela Ad Hoc) letter License 38 Need to renew a BL— Business 3 - Letter Custom Report (Accela Ad Hoc) Sellers Permit License 39 Need to renew a BL — Business 3 - Letter Custom Report (Accela Ad Hoc) Rental Units License 40 Need to renew a BL — Business 3 - Letter Custom Report (Accela Ad Hoc) Contractor Sub -List License 41 909A Report - Franchise Business Custom Report (Microsoft SQL Reporting Tax Board Comparison License Services) Report 42 SB1146 Report - Business 1 - Report Custom Report (Microsoft SQL Reporting Franchise Tax Board Data License Services) Sharing Report 43 New -Businesses- Business 1 - Report Custom Report (Accela Ad Hoc) Licenses -Select -SIC -Code License 44 New -Businesses- Business 1 - Report Custom Report (Accela Ad Hoc) Licenses -by -SIC -Code License 45 Active -Licenses -Sorted- Business 1 - Report Custom Report (Accela Ad Hoc) by -SIC License 46 Active -Licenses -Sorted- Business 1 - Report Custom Report (Accela Ad Hoc) by -Business -Name License 47 Active -Licenses -Sorted- Business 1 - Report Custom Report (Accela Ad Hoc) by -Address License Ref # Document Name Module Doc Type Accela Delivery Method 1 Batch Totals Cashiering 1 - Report Custom Report (Microsoft SQL Reporting Services) 2 Cashiering Receipt Cashiering 1 - Report Out of the Box Report 3 Daily CityView Journal Cashiering 1- Report Out of the Box Report Summary Report 4 Daily Revenue Acct By Cashiering 1- Report Out of the Box Report PayType S Department Account Cashiering 1- Report Custom Report (Accela Ad Hoc) Totals 1 Export for Police Information 1- Report Custom Report (Accela Ad Hoc) Dispatch Services 2 JDEDailyExport.cve Information 1 - Report Custom Report (Accela Ad Hoc) Services Proprietary and Confidential Page 79 M Accela civic good 3 RPSData Import. cve Information Services 1 - Report Custom Report (Accela Ad Hoc) 1 Grading plan fee calculation 1 - Report Exportable List 2 Traffic Impact Fee (TIF) 1 - Report Exportable List 3 Lot Line Adjustment (LLA) 1 - Report Exportable List 4 Tract Map plan check 1 - Report Exportable List 5 Parcel Map plan check 1 - Report Exportable List 6 Landscape plan check 1 - Report Exportable List 7 Development plan check log 1 - Report Exportable List 8 Development review log 1 - Report Exportable List 9 Deed processing log 1 - Report Exportable List 10 As -Built plan log 1 - Report Exportable List 11 Utility company plan checklog 1 - Report Exportable List 12 Harbor permit log 1 - Report Exportable List 13 Cash bond log 1 - Report Exportable List 14 Transportation permits accounting log 1 - Report Exportable List 15 Tract bond release master list 1 - Report Exportable List 16 Tract bond release single tract Public Works 1- Report Exportable List 17 Encroachment permit Public Works 1 - Report Custom Report (Accela Ad Hoc) 18 Harbor permit Public Works 1 - Report Custom Report (Accela Ad Hoc) 19 Transportation permit Public Works 1 - Report Custom Report (Accela Ad Hoc) 20 Grading permit Public Works 1 - Report Custom Report (Accela Ad Hoc) 21 Inspection requests Public Works 1 - Report Exportable List 22 Overtime inspection request Public Works 1 - Report Exportable List 23 Precise grading plan check fee letter Public Works 3- Letter Custom Report (Accela Ad Hoc) 24 Public Works project requirements letter Public Works 3- Letter Custom Report (Accela Ad Hoc) 25 Bond release memo Public Works 3- Letter Custom Report (Accela Ad Hoc) 26 PW project report Public Works 1 - Report Exportable List 27 Tract project report Public Works 1 - Report Exportable List 28 OCSD fee report Public Works 1- Report Custom Report (Accela Ad Hoc) 29 Encroachment permits — ssued Public Works 1 - Report Exportable List 30 Encroachment permits — complete Public Works 1 - Report Exportable List 31 Encroachment permits — not complete Public Works 1- Report Exportable List Proprietary and Confidential Page 80 MAccela civic good 32 Utility permit inspection Public Works 1 - Report Custom Report (Accela Ad Hoc) hour tracking 33 Utility permit inspection Public Works 3 - Letter Custom Report (Accela Ad Hoc) bill 34 Utility permit billing Public Works 1- Report Custom Report (Accela Ad Hoc) summary 35 Cash Bond Form Public Works 1 - Report Custom Report (Accela Ad Hoc) 36 Cash Bond PW receipt Public Works 1 - Report Out of the Box Report 37 Cash Bond Treasury Public Works 1 - Report Out of the Box Report receipt 38 PW cash receipt Public Works 1 - Report Out of the Box Report 39 Encroachment permit Public Works 1 - Report Exportable List main screen 40 Encroachment permit Public Works 1 - Report Exportable List reports screen 41 Encroachment permits Public Works 1 - Report Exportable List accounting screen 42 Insurance verification Public Works 1 - Report Exportable List screen 43 PW file main screen Public Works 1 - Report Exportable List 44 Tract file main screen Public Works 1 - Report Exportable List 45 Utility Inspection hours Public Works 1 - Report Custom Report (Accela Ad Hoc) 46 Specific Event Public Works 3- Letter Custom Report (Accela Ad Hoc) Stormwater Inspection Form 47 Stormwater Civil Citation Public Works 1 - Report Custom Report (Accela Ad Hoc) Form B 48 Stormwater Citation Public Works 3- Letter Custom Report (Accela Ad Hoc) Letter example 49 Stormwater Construction Public Works 1 - Report Custom Report (Accela Ad Hoc) Site Inspection Form 50 Food Service Public Works 1 - Report Custom Report (Accela Ad Hoc) Establishment Inspection Form 51 Commercial Industrial Public Works 1 - Report Custom Report (Accela Ad Hoc) Stormwater Inspection Report 52 Stormwater Violation Public Works 3 - Letter Custom Report (Accela Ad Hoc) Information letter example 53 Stormwater Notice of Public Works 1 - Report Custom Report (Accela Ad Hoc) Non -Compliance Form 54 WQ BMP Inspection Public Works 1 - Report Custom Report (Accela Ad Hoc) Report 55 Stormwater Annual Public Works 1 - Report Custom Report (Accela Ad Hoc) Program Effectiveness Assessment 56 Effluent Flow Meter Public Works 1 - Report Custom Report (Accela Ad Hoc) Calibration Report Proprietary and Confidential Page 81 Schedule "B" Fee Structure & Payment Schedule Schedule "B" Fee Structure and Payment Schedule The total fees payable under this Software Implementation Services Agreement are $XXXXX, which amount is not inclusive of those elements which are specifically excluded as described in the Software Implementation Services Agreement. The fees shall be paid in the following manner as delineated below: Description Quantity/ Hours Cost Services Fees THE FEE STRUCTURE AND PAYMENTS SCHEDULE ARE PROVIDED IN THE STATEMENT OF WORK ATTACHED HERETO. Total Service Fees Implementation Service Fees Payment Milestones CITY will be billed monthly by Accela for milestones completed during the month. The service fees milestones are as follows: Milestone — CITY will be billed monthly for all milestones Estimated Month Reference completed during the month Invoice Amount of Completion (i.e. one invoice per month). THE FEE STRUCTURE AND PAYMENTS SCHEDULE ARE PROVIDED IN THE STATEMENT OF WORK ATTACHED HERETO. Totals $ Schedule "C' Sample Form Change Order Client Client Contact Client Email Attachments: ❑ Chargeable Hours 000 Non -Chargeable Hours Schedule "C" Sample Form Change Order Change Order Rate Total Hours Date Software Application Amount $0.00 Client Signature Date Your signature serves as an acceptance of the "Amount" listed above as it relates to the description of work contained in this Change Order. Your signature also indicates you have reviewed and agree to the scope of work as detailed in any accompanying enclosures or attachments. This signed document indicates that you have provided all of the accurate information necessary to produce the work as stated in the above Change Order. Customer # Application # Originated by # PO# 0000000 Schedule "D" RFP Response LP Acce [a 9 Response to Functional/ Technical Requirements Please refer to the following pages for Accela's response to the City's functional and technical requirements. C 2015 Accela, Inc. NI rights reserved Huntington Beach, CA Enterprise Land Management Software System & Implementation Services RFP #2015-0319 Page 175 of 197 Essential ELM System Functionality This Attachment lists system features that the City considers to be essential ELM system functionally for the way they do business. It should not be considered an attempt to list the common functionality that any ELM system would be expected to contain. Vendors will be required to warrant that their ELM systems will fulfill the functionality described in this attachment, as well as any additional functionality described in the vendor's literature or functionality presented in the software demonstrations. All system features are assumed to come "Out-Of-fhe-Box'; with the version being proposed in your response, unless indicated otherwise. All Vendors must respond to each of the requirement items listed in the following section using one of the responses listed below. Each item must have a response entered into the Vendor Response section from the listed responses in order to be considered. Vendors are encouraged to use the Vendor Comments section to help clarify any of their responses. RESPONSE KEY FP = fully provided "out -of the box" CO = supported with appropriate configuration (no changes to underlying standard software code required) CU = custom development to underlying code is required. Provide estimated price of modification in Comments column TP = third party software required. Identify required third party software in Comments column NA = not available Vendor Planning Features Version ResponseItem .. 1 Ability to add address point ID to any modules and link to GIS FP The Accela Civic Platform comprises a suite of fully integrated solutions for government. 2 Ability to consume city map services within the application FP 3 Ability to toggle between the application and a map on the same screen FP 4 Ability to view County Assessors maps (APM) FP 5 Must use standard ESRI address schema FP 6 Ability to input temporary address into system CO Ability to automatically notify GIS when temporary and expired addresses have been CO 7 entered or reactivated 8 Ability to create buffer to generate notification labels FP This functionality is in present-day use at virtually every site where the solution has been implemented. 9 Ability to print site plans and aerial photography FP Maps can be saved to digital file format or printed to hard copy. 10 Ability to automate application submittal via web portal FP The solution allows not only for application submittal to take place on the web portal but where applicable can allow for the entire record process (permit or license, etc.) to be fully completed in one visit to the portal, including payment processing by credit card. 11 Ability to conduct plan review via web portal FP Plan Review can be done with use of EDR which is part of he product. Since AA is a web application, EDR is conducted via the web in AA. 12 Ability to upload related documents via web portal FP An unlimited number of such documents can be uploaded n the online portal. 13 Ability to notify web portal clients about status of application FP This notification can be accomplished on an ad hoc basis r configured to occur automatically upon the completion f a workflow task. 14 Audit trail with date/time-stamp & user ID for general comment fields FP 15 Abilityto define auditable fields within system FP Accela Automation allows for the definition of the fields which the administrator would like to audit 16 Ability to select audit data and create custom audit report with results FP Accela Ad Hoc Report Writer can provide such a report. 17 Integration with Microsoft Outlook for Calendar and review tracking FP 18 Automated workflow routing with notifications and status tracking FP The Accela Workflow offers extensive and robust functionality to be configured to abide by an agency's business rules from start to finish. Each configured task ill be displayed to the authorized user, showing what as done, by whom and when and includes the status assigned by that task owner. This information is visible to both staff and to those who access the web portal 4/7/365. Abilityto generate a custom hyperlink that generates a URL with a parameter, with a CO These page links or deep links can be configured in the 19 permit number. 20 Abilityto upload and attach unlimited number of documents to a record FP The City has the ability to define the file types and sizes of hose files it will accept through the online web portal. 21 Abilityto define number of characters for certain fields FP 22 Ability to track staff hours against an application or project and tie that to a rate FP Hours can then be tabulated and generated by the reporting engine to form invoices or for other business reasons. 23 Deposit amount threshold notification based on user -defined level CO The deposit amount level can be configured to trigger the notification to appropriate parties. 24 Disparate system import ability (or hyperlink to) (State Contractor's License, Work Comp) Fp Both are supported. Import ability can be accomplished as part of implementation services. In other cases, an interface can be developed to access those records. 25 Ability to schedule hearing dates from within application FP Users have the flexibility to schedule any events, inspections, hearings, agency holidays, meetings and more on the calendar portlet. The calendar view enables search, clone and copy of items according to specific needs. cd.aan Mama NI raMmlan u.m a a.s wr xy G1eNr 011y awnw unrxei rwvrr - IaU - ,. - , ara r,na uem .- — Msn IM WN rlw fri Sat IM�IY aoemaw r- H il i j'J 21 Vendor Buiding Features Version ResponseItem do Permit types such as Re -Roof, Block Wall and Patio Cover can be auto -populated based FIR The solution offers the ability for the City to configure 1 on defined permit types to minimize amount of user data entry. any type of permit type and to reuse information (applicant, contractor, etc.) that exists in the system without the need for rekeying or re-entering this data. Application types can be configured to automatically associate defined permit types, FP Record types can be associated or linked with one 2 based on user specified criteria (combo permit). another, irrespective if they are related or not, to allow he City maximum flexibility in establishing relationships. 3 Abilityto associate multiple permit types for an address into one, master permit. FP Relate & un-relate M/E/P permits to Parent Building permit. FP 4 5 Ability to clone any permit type to any address. FP Additionally permit records themselves may be cloned. 6 Ability to override status type and expiration date. FP Typically performed by authorized user and action will be subject to system audit tracking who did what and when or transparency and accountability. 7 Ability to generate alert for a specific property / address. FP Alerts can be configured and set according to time or other system -related factors. They may also be released manually or automatically (by configuration). 8 Abilityto put a hold on a particular permit. FP Holds can restrict processes or other system configured actions. 9 Abilityto reassign permit to another address. FP Address can be updated for any record type in the system. 10 Abilityto print inspection label stock. CO Printing dependent on the capabilities of the printer. 11 Abilityto review related permits and access anyvia hyperlink. FP 12 Abilityto copy permit and retain original address info. FP 13 Abilityto capture electronic signatures. FP 14 Abilityto add screens to "Favorites" location for easy recall. FP Since Accela Automation is a web based application, it may be added to internet favorites. Abilityto automatically generate email to Utility companies once criteria has been met or FP An inherent system function and accomplished by 15 condition satisfied. system configuration, Ability to generate and forward an automated email, with attached documentation for FP Notifications and emails as described are available in the 16 plan review to customer, notifying of necessary corrections for review. product. Abilityto track fees for unique permit types where fees are waived, yet need to be FP 17 recorded and reported on. Ability to Issue permit before DIF fees have been paid for purpose of scheduling final FP Lhe system is designed to follow business rules, including 18 inspection. ose as noted by this reauerement. 19 Ability to assign a note to any fee desired. Fp Ability to selectively process specific fees for payment at various times throughout the FP 20 process. Ability for client to review when inspector is estimated to be onsite for their scheduled CO Clients can review details regarding inspection details in 21 inspection. Accela Citizen Access. 22 Ability to add map of all daily inspections (per inspector) —with drop pins of locations. FP Accela map component supports showing the scheduled inspection location as well as where the inspection was submitted. 23 System to notify if an associated plan exists for an inspection for a permit. CO Notifications can be configured within the system. Provide web portal that supports Android and Whone devices and allows clients to FP 24 schedule requests for inspections. 25 Present status and necessary corrections for inspections via mobile portal. FP 26 Ability to send notifications or corrections via email or SMS. FP Provide check boxes (w/ ability to trigger holds, if needed) for: City Job, School District CO 27 Fees (w/ receipt number box), Library Fees, & C of 0 (if linked). Vendor Building Features Version Responsetern do Provide Link/Buttons for: Extend Permit & Reactivate Permit (triggers date FP The solution performs these functions by allowing them 28 paid/extension of permit time), View Permits, View Plans, & View All. to be configured. Configuration can account for the triggering of actions based on payment and extensions to permit time. Viewing of permit information, plans/documents, are controlled by the assignment of roles and privileges by City system administrators. 29 Ability for Permit Status to automatically update to "expired" on actual expiration date. CO Ability to automatically create plan check & permit expiration letters (based on exp. FP Expiration dates and other date -sensitive data can be 30 Dates) — Monthly. configured to trigger the printing of report templates (e.g. plan check and expiration letters). 31 Ability to create/issue basic permits online through City website. FP Provide Building/Combo permits components screen that includes fields: Valuation (for CO The solution offers the City the ability to create as many manual override), Existing Area, Occupancy Boxes, Existing Bedrooms, New Bedrooms, # user -defined fields as necessary to capture data 32 of Stories, # of Families and #of Dwelling Units. pertinent to any case type. Ability for fees to be automatically generated based on component type (i.e. Library, DIF, CO 33 inspection, plan review, etc.). 34 Ability for fees to automatically adjust based on changed quantities of components. CO Provide plan check submittal screen w/ multiple entries (i.e. 1st, 2nd, 3rd submittal) & FIR This information is readily visible as part of configured 35 automatic trigger of plan check turnaround deadlines. workflow tasks to account for the multiple submittals. Workflow statuses will trigger appropriate timelines according to the City's business rules that can be system configured. 36 Automatic trigger of NPDES inspection required (based on size of project). CO 37 Provide easy to use/retrieve link to pdf/word file of correction list. CO 38 Ability to automatically generate processing fee on all permits & certificate of occupancy. CO Provide automatic generation of plan review, inspection, impact fees, etc. (based on CO 39 components). 40 Ability to manually enter additional fees (i.e. re -inspection fee, plan scanning, etc.). FP Abilityto waive permit fees for "green" items & City Jobs (& ability to issue permit w/ FP Waiving fees subject to system audit trail provisions. 41 waived fees). 42 Provide record of payments made (amount, date, type, check #, paid by, etc.). FP 43 Ability to have fee increases that do not alter past permits. FIR An inherent capacity of the solution. Provide button for "Investigation Fee" that automatically doubles the inspection fee co The end result desired by this requirement is met not by 44 (when pressed). a specific button but by the configured status given the Investigation inspection that would automatically double he fee. 45 Abilityto add inspection type, date, & AM/PM/NP time preferences. CO 46 Provide Inspection Comments/Notes box tied to each inspection. FIR 47 Ability to cancel/change inspection date, time frame, & inspector. FP Changes can be made accordingly but will be recorded as part of the system audit trail. 48 Provide daily list of inspections (for all & per Individual inspector). Fp The system would automatically list and make visible an individual inspectors inspection assignments for the day. Authorized users can be granted the roles and privileges o accomplish this for all inspection staff. 49 Provide trigger button/box to automatically add re -inspection fee due. FP As noted in an earlier response, the appropriate status to he re -inspection would be configured to double the fee due. Ability to prevent scheduling of final building inspection until all other trades & permits CO 50 are scheduled and/or finalled. Provide automatic generation of certificate of occupancy investigation inspection CO 51 required, upon drywall inspection approval. 52 Direct & "Live" inspection scheduling via phone system. CO Through interface with the City's current Selectron IVR system. 53 Voice Technology: talk -to -type corrections for inspections. NA 54 Provide a mobile "app" for inspection scheduling. FP Inspectors are able to schedule and reschedule inspections via the Accela inspector App. Vendor Building Features VersionItem ..Vendor Comments Provide a drop -down menu to action inspection status as denied w/ reason code (i.e., D1, FP In the solution this is available as part of the Workflow 55 D2, D3, or D4). component by allowing the task owner to select the configurable reason or reason code as indicated. 56 Abilityto approve/issue Temporary Certificates of Occupancy. FP This approval and issuance can be configured to occur at precisely the point and when appropriate as governed by he City's business rules. Printing of the TCO can also be automated and based on its approval. Automatic batch printing of Permanent Certificates of Occupancy (upon final inspection CO Batch printing can be configured to occur according to 57 approval). business rules. Print Permits on 8.5"x11" size paper (printer to fit in existing roll -out drawer/cubby at FP 58 counter. Ability to create various reports from data in system (on as needed basis) & save report FP Reports can be generated by the ad hoc report writer or 59 for re -use (with dates/fields that can be manipulated). by any one of the supported reporting engines. Each report template can be saved for resuse or retuning as appropriate. 60 Ability to save any report in a pdf format. FP 40 1 ReportsItem Building Plan Check Submittal/Resubmittals (by type, i.e. Building, Mechanical, Electrical, etc.) by date due. Vendor poVendor CO All reports in the solution can be generated using the ad hoc report writer or any one of the supported and seamlessly integrated reporting engines: Crystal Reports, MS Reporting Services, and Oracle Reports. For the purposes of this implementation, Accela has proposed a finite number of hours dedicated to report writing. Adjustments to this proposed allocation can be reviewed jointly with the City and ultimately made a part of the Contract between both parties. 2 Permits Issued (by type, i.e. Building, Plumbing, etc.) by month, week, etc. (w/ ability to automatically post onto website). CO 3 Permits Issued by status, type, (i.e. Building, Electrical, etc.) by month, week, etc. CO 4 Permits Issued by specific contractor license number or name. CO 5 Expired Letters (generate single or batch, by applicable permits). CO 6 Average Daily Inspections. CO 7 Code Enforcement Monthly Activity, CO 8 CDBG Block Grant. CO 9 Certificate of Occupancy (by property address & by APN), by date/time frame. CO 10 Fiscal Year Activity. CO 11 Inspections (scheduled, completed, approved, corrections, etc.) by date. CO 12 Maintain Inspections (by types). CO 13 Maintain Inspections (by scheduling loads). CO 14 Maintain Inspections (by scheduling defaults). CO 15 DIF (Development Impact Fees) Notification Letter (batch by applicable permits). CO 16 NOC (Notice of Non -Compliance) Letter (generate single or batch, by applicable permits). CO 17 Reactivation & Extension Fees Collected (by week, month, etc.). CO 18 CofO (Certificate of Occupancy) Inspection Needed Letter (batch by applicable permits). CO 19 Plan Check Expiration Letter (batch by applicable permits & automatic trigger of plan check extension fee due). CO 20 NPDES (National Pollutant Discharge Elimination System) Letter (batch by applicable 1 permits). CO 21 Plan Checks Submitted (unassigned). CO 22 Permits Issued (total number per RD f reporting district), address, or APN. CO 23 Permits Finalled (that had plan review attached), by week, month, etc. CO 24 Permits Issued, Not Finalled (when expiration date is near, 1 week, 1 month, etc.). CO 25 C-404 Census. CO 26 Fees Paid by Permit Type or Revenue Account. CO 41 27 Fees Paid by Revenue Account, by date paid (excluding automation fee). CO 28 Assessor's Office Report (monthly). CO 29 EV Charger Report (monthly). CO 42 1 Public Works Features Must have Master Project functionality that may later be tied to a parcel number or address point or GIS features. Version Vendor ResponseENO FP .. 2 Must store historical reference for parcel information regardless of any future changes made. F p 3 Automated system -wide notification and alerts to other staff and clients. FP 4 Ability to track time against a project. FP 5 Ability to receive and track deposits against permits. F p 6 Ability to charge fees against a project deposit. FP 7 Abilityto report on deposit balance for any project. FP Real-time balances are displayed to all authorized users internally as well as to applicants and others via the online web portal. 8 Abilityto manage and associate multiple contacts for specific projects. FP 9 Abilityto define contact method for contacts in system. F p 10 Abilityto accept some applications via web portal. FP 11 Abilityto receive payments via web portal. FP 12 Abilityto communicate project status to clients via web portal. FP A status summary screen is visible showing all completed, in progress and future tasks, as well as status on all completed and in progress tasks. 13 Abilityto handle electronic plan review. FIR 14 Abilityto handle electronic technical plan check. Fp 15 Ability to track and manage routing of plans to appropriate parties. FP 16 Abilityto automate the scheduling and notification of inspections. FP 17 Abilitytotrack and report on hours spent against inspections. FP 18 Abilityto create deposit thresholds with automatic system notifications. FP 19 Ability to track cash bonds. FP 20 Ability to issue stop work notices and correction notices. FP 43 Vendor FeaturesItem Public Works (Urban Runciff) • Response •• Need the ability to convert Access Data Base (NPDES) to new system. The NPDES data CO Proposed implementation services will include the 21 base contains Urban Runoff information. conversion of this data into the soluteon, 22 NPDES information needs to be available in the new system. FP After the noted conversion, this data will be readily available to all authorized users. Provides menu option security controlling function access based on individual users FP 23 access rights. 24 Notification of upcoming inspections. FP 25 j Ability to interface with mobile devices. FP Inspectors need the ability to enter and have access of inspection information in the FP This facility is provided by the Mobile component of the 26 field. Accela Civic Inspectors need the ability to capture locally and remotely longitude and latitude, and FP Capture of Lat and Long is device dependent but having 27 have access to GIS information. this information, inspectors have the ability to enter this data as part of their inspection. 28 Ability to remotely close a case If inspection is performed and there is no violation. FP 29 Ability to electronically capture photos and attach to inspections. FP 30 Inspections are also performed for City facilities and special events. FP Ability to produce an inspection schedule report in consideration of geographical Fp 31 proximately and available inspectors. Summary of inspections both scheduled and completed for a range of dates and/or FP Best satisfied by the generation of one or more reports by 32 inspectors. the surmorted reocirting engines, 33 Ability to produce an inspection follow-up reporting and alerts. FP 34 Ability to process, track, produce follow-up alerts and report. FP 35 Need to report to the State those Inspections taken on behalf of the State within 3 days. FP A workflow task can be configured to trigger the need to create this report or if the report template exists, to rigger running the report from system data. Workflow duration can be set for three days to coincide with State requirements. 36 Need the ability to have local and remote field access to permitting information. FP Achieved by the functionality available in the Mobile component. 37 Need the ability to have local and remote field access to Business Licenses information. FP Achieved by the functionality available in the Mobile component. 38 Need the ability to have local and remote field access to Plan Check information. FP Achieved by the functionality available in the Mobile component. 39 Need the ability to have local and remote field access to Plan Check information. FP Achieved by the functionality available in the Mobile component. Abilltyto incorporate Community Services inspections in addition to Urban Runoff FP 40 inspections. 44 41 Need access to SIC codes when entering inspections. FP These codes can be configured as a link that would be available to users as part of their inspection process. 42 Abilityto capture, track and report Citation and Violation information by District. FP 43 Abilityto capture, track and report Enforcement Information by District. FP 44 Capture and report Enforcement Case information. FP 45 Abilityto report employee and contractors Certifications and training. FP 46 Need access to Certificate of Occupancy information. FP 47 Complaints need to be captured and processed by the new system and followed -up. Complaints can be called in, emailed or written. FP The solution offers extensive functionality for handling, tracking, reporting and processing any type of complaint received through any of the channels listed. 48 Allows access to parcel and permits and ability to search by address, tenant or owner. FP 45 Vendor Public Works (Urban Runoff) Features VersionItem ••VendorComments Interacts with finance system, in real time, in order to eliminate redundancy in reporting. CO As part of its implementation services, Accela will develop Also must facilitate an electronic accounting of inspections prior to, and during, the an interface to the City's finance system. All aspects of the 49 actual inspection process. inspection process are inherent to the solution. Urban Runoff charge's fees for inspections. Need the ability to process payment of fees FP Can be accomplished within the solution alone or in 50 with cashiering and finance. conjunction with the planned interface to the finance system. 51 Need the ability to process payment of fees with cashiering and finance. FP This requirement can be achieved by the planned interface. 52 Need inquiry access to status of fee payments and collections. FP Inherently provided to all authorized users by viewing the fee and cashiering component of the solution. Lists all debits and credits and other financial data. 53 Ability to enter, track and report FOG (fat, oil & grease) fee payments. FP 54 Ability to accept and process fee payments. FP 55 Specific Event storm water Inspection Form CO Assumed to exist as a report template to be completed by system data that is captured or entered into the solution. 56 Storm water Civil Citation Form B CO All reports in the solution can be generated using the ad hoc report writer or any one of the supported and seamlessly integrated reporting engines: Crystal Reports, MS Reporting Services, and Oracle Reports. For the purposes of this implementation, Accela has proposed a finite number of hours dedicated to report writing. Adjustments to this proposed allocation can be reviewed jointly with the City and ultimately made a part of the Contract between both parties. 57 Storm water Citation Letter example CO 58 Storm water Construction Site Inspection Form CO 59 Food Service Establishment Inspection Form CO 60 Commercial Industrial Storm water Inspection Report CO 61 Storm water Violation Information letter example CO 62 Storm water Notice of Non -Compliance Form CO 63 WQ BMP Inspection Report CO 64 Storm water Annual Program Effectiveness Assessment report. CO 65 Effluent Flow Meter Calibration Report. CO 46 Item I Code Enforcernent Features System dynamically spellchecks text entries. Version Vendor Response NA Vendor Comments While spellcheck is available within the system, however it is not available to operate dynamically. 2 Spellcheck has customizable dictionary. FP 3 Ability to select multiple violations via checkbox from one screen. FP 4 Ability to create canned responses that can be applied to a case. FP 5 Ability to edit canned responses, once applied to a record. FP 6 System must import municipal code electronically. FP In most instances, our clients opt for embedding a link to he location where this document exists electronically. 7 Inspector's schedules must be tracked and reportable down to 15 minute levels. FP 8 System must be able to track inspector's hours against different account codes. FP 9 System must be able to accommodate unlimited number of zones by GIS data. FP 10 System compatible with location services of remote devices for photos. FP Location services are compatible with the Accela Apps. 11 System to automatically associate photos with GIS info to appropriate cases. NA This requirement is not available presently in the solution. 12 Ability to reassign inspections between inspectors at will. FP 13 Ability to auto -assign inspections based on geographic location. FP 14 Ability to receive complaints from citizens directly from webslte• FP Complaints can be accepted formally through Citizen Access, the online web portal of the Civic Platform. 15 Ability to provide status of existing cases for the person who reported the issue. FP Notifications can be sent but self-help exists for these complainants to view status directly on the system web portal, 24/7/365. 16 Ability to create dynamic link to external database to return specified data from screen. CO Links can be configured in the system. 17 Ability to associate emails and attachments to records automatically. FP All emails and attachments are tracked within the system and are automatically attached to the record. 18 Ability to assign an alert or message to a parcel. FP 19 Ability to print all forms/templates from one case @ same time; case data, case action, notice of violation, final notice of violation FP 20 Ability to create B,M,E,P permit (auto populate), on the same address, from case violation of "Construction without a Building Permit" FP 21 System to update legal owner on new case entered (owner is refreshed when Win2Data is updated monthly) similar to fee update NA 47 22 Provide check box that (1)auto populate Notice Order Template, (2)generates an email CO This is available in the system however some request for Lot Book to Supervisor configuration is required. 23 Provide check box in Notice Order Template that auto populates the "Request for Legal FP The solution can achieve this functionality of printing by it Services" template being triggered by a status in workflow. Item Reports Version Vendor Responsedo 24 Code Enforcement Complaint Receipt Report CO All reports in the solution can be generated using the ad hoc report writer or any one of the supported and eamlessly integrated reporting engines: Crystal Reports, MS Reporting Services, and Oracle Reports. For the purposes of this implementation, Accela has proposed a finite number of hours dedicated to report writing. Adjustments to this proposed allocation can be reviewed jointly with the City and ultimately made a part of the Contract between both parties. 25 Code Enforcement Monthly Activity Report CO 26 Average Days to Compliance Report CO 27 CDBG Block Grant Quarterly Activity Report CO 28 Code Enforcement Average Compliance Measurements Report CO 29 CDBG Block Grant Unique Address CO 30 CDBG Block Grant Accomplishment Report CO 31 Notice & Order Templates 1,2,3,4,5 CO 48 Vendor Fire Inspection Features Version ResponseItem do Abilityto enter inspection information and issue violation notices from the field through CO Inspection information can be captured in the field by the 1 the software by e-mail (via I -Pad). Mobile component of the solution. Violation notices can be issued and printed in the field through portable field printing devices or attached with an email. Abilityto support mobile devises (Windows tablets and iPads) during temporary loss of FP 2 broadband connection. 3 Ability to automate inspection scheduling and customer notifications. FP 4 Ability to track and report on hours spent against inspections. FP 5 Ability to intake and track electronic plan reviews and electronic application submittals. FP 6 Ability to issue receipts via e-mail for plans received. FP 7 Track turnaround time and hours for staff against various projects. FP Automated e-mail notifications to clients (i.e. plan review status, corrections, expired FIR While this requirement is supported by the solution, the 8 permit, etc.). clients themselves can view this information on the system web portal. 9 Abilityto auto -assign plan reviewer based on geographic location within city. FP 10 Online payment of fees via portal and abilityto interface to cashiering. FP 11 Ability to access centralized parcel, address, and occupancy information/history FP 12 Abilityto create permits and automatic expiration of permits by definable dates. FP 13 Automatic expiration of permits by definable dates. FP Abilityto run pending plan review submittal reports showing status and due date (with FP 14 turnaround days configured around weekends and holidays). 15 Track turnaround times by staff for various projects. FP 16 Abilityto track fire flow information request submittals and results. FP Abilityto bill for reviews and inspections based on valuation as well as pre -determined FP 17 fees. 18 Abilityto attach e-mails and documents to occupancy and parcel records. FP Ability to assign recurring inspection frequencies of existing occupancies, private fire FP hydrants, oil wells, and temporary/annual permits based on occupancy characteristics 19 and permit types. Abilityto issue violation notices for recurring inspections of occupancies, private fire FP 20 hydrants, oil wells, and operational permits in the field via the software and I -Pad. Abilityto automatically generate monthly inspection lists and monthly status lists FP 21 (showing completed and pending inspections per assigned staff member). Abilityto automatically bill for recurring occupancy and permit inspections (based on FP 22 status) and automatically generate monthly billing reports. 49 Ability to automatically filter out (not charge for) recurring inspections of city owned FP 23 properties and other predetermined occupancies from the billing list. Ability for automatic update of billing contact information (name, address, e-mail, CO number) based on updated Certificate of Occupancy information and/or business 24 licensing information. 50 Vendor Item Fire Inspection Features Version Response Vendor Comments Abilityto access occupancy and permit history in the field during inspection (i.e. previous FP Supported by the Mobile component of the Accela Civic inspection violations, updated certificates of occupancy, pending permits, code Platform. 25 enforcement inspections, etc.) Abilityto save historical data pertaining to an occupancy (i.e. previous uses, owners, FP There is no need to delete system information as 26 contacts, etc.) historical information can be segregated and kept separately from live information with respect to completed records. Such information can then be made available for research or reporting purposes if needed. Ability for customers to submit self -inspect affidavits online and automatically update FIR This functionality is being enacted in various Civic software to show customer submitted self -inspect affidavit Indicating compliance with Platform client sites presently. fire code requirements (i.e. self -correct violations or multi -family unit interior inspection 27 checklist for owners to submit online). Ability for customer submission of required fire protection system certifications online CO This can be accomplished by the system however some and automatic update of occupancy and property files to show status of fire protection configuration is required. 28 system certification. Abilityto track e-submit billing status with County for the Certified Unified Program CO This can be accomplished by the system however some 29 Agency(CUPA). configuration is required. Abilityto meet State requirement for Compliance Monitoring and Enforcement (CME) FP This functionality Is being enacted in various Civic data reporting (California EPA) and to track chemical inventory for each location for the Platform client sites presently. 30 Certified Unified Program Agency (CUPA) and State. Abilityto assign training to staff, verify completion, generate yearend reports, and CO Configuration can account for meeting this requirement. 31 submit reimbursable receipts to State. 32 Abilityto reconcile and track annual testing of fire hoses, inventory, and repairs. 33 Abilityto document complaints and track referral inspections and violations. FP Abilityto document activities (numbers and hours) pertaining to productivity/service FP provided (i.e. Special projects, Specific Events, training, meetings, Knox requests, and other categories which can be created and modified by the end user [Huntington Beach 34 Fire Department] to track division productivity) 35 Ability to automatically generate and e-mail division productivity and status reports. FP User definable required fields with warnings. FP 36 51 1 Business License Features Must be able to automatically track and apply late fees with aging. Version Vendor ResponseItem FP do 2 Must be able to interface with GIS for address notification. FP 3 Must be able to interface with GIS for fee calculation. FP 4 Must be able to accommodate GIS interface for downtown BID zones. FP 5 Abilityto create user -defined fields or attributes. FP 6 Must maintain history for any business by address point. FP 7 Abilityto archive historical data. FP 8 Abilityto accommodate tax exempt businesses. FP 9 Abilityto accommodate special events. Fp 10 Abilityto create and assign custom categories for a business. FIR 11 Abilityto compare third -party databases with internal records creating exemption list. CO This can be accomplished by the system however some configuration is required. 12 Ability to email PDF copies of any documents directly from the system. FIR 13 Must be able to accept partial payments for license fees. FP 14 Must be able to automatically generate letters for outstanding balances. FP 15 System must be configurable to automatically determine payment priority. FP 16 Must be able to rollover any unpaid balances to next year's total. FP 17 Abilityto print or not print business licenses by status. FP 18 Abilityto print or not print business licenses regardless of status (with admin rights). FP 19 Abilityto accommodate online license applications and renewals. FP 20 Ability to accept online payments for fees. FP 21 Notify online clients of conditions or status updates via email or letters. FP The solution can meet this requirement but clients can have the ability to view this information directly 24/7/365 on Citizen Access, the online web portal. 22 Ability to capture changed information and stop renewal or application process with notification to client that they need to come in to the city to proceed. CO This can be accomplished by the system however some configuration is required. 23 Abilityto accept uploaded documents from applicants online and associate with the applicants record in the system. FP 24 System must comply with all existing and future federal, state and local requirements. Fp 25 Abilityto define field visibility based on user permissions. FP 26 Ability to search by any defined field. FP 27 Ability to provide users with saved, favorite searches. Fp 28 Ability to generate and track citations with fees. FP 29 Ability to calculate oil production tax based on three different rates. FP 30 Ability to flag an address based on a pending action, such as "no current license'. FP 52 31 Ability to add anew renewal year regardless of any status or outstanding balances. Fp 32 Ability to send notifications for upcoming inspections. FP 33 Ability to track field inspections without creating a new business license. FP 34 Ability to place a business license on hold. FP 53 1 Cashiering Features Ability to post a payment of any amount, regardless of what balance is due. Version Vendor ResponseItern FP .. The City's business rules will govern as to what can be accomplished by whom and when. 2 Abilityto receipt payment via more than one payment type (i.e., check & cash) FP 3 Abilityto receipt partial payment. FP 4 Abilityto Issue refunds for overpayments. FP 5 Ability to transfer a client's funds between different accounts they may have. FP 6 Abilityto apply a payment to more than one outstanding balance. FP 7 Rules that define how to apply payment across various balances. FP 8 Ability to place accounts on hold. FP 9 Abilityto export payment detail information. FP 10 Ability to reverse a payment. FP 11 Abilityto apply fees (NSF). FP 12 Abilityto capture electronic signature. FP 13 Abilityto audit transactions. FP 14 Must be PCI compliant. FP 15 Abilityto accept credit card transactions. FP 16 Abilityto reprint a receipt via a receipt printer. FP Device dependent. 17 Abilityto import payments from text/flat files (e.g. Remittance Processing System). TIP An interface with the Remittance Processing System is needed. 18 Abilityto designate an account as cash only status. FP 54 1 TechnologyItem Support field -use of tablets, smartphones or laptops for inspections. 2 Mobile app that supports lost communication for later data updates. (cap 3 System must support Citrix environment. 4 Web -based user interface. 5 Tools to manage and refresh environments (Production, Test, Training) 6 SOA (Service Oriented Architecture) 7 SSRS (SOL Server Reporting Services) 8 PCI compliant cashiering module 9 BI (Business Intelligence) tools, OLAP cubes L31] M ADDENDUM TO THE SOFTWARE LICENSE AGREEMENT BETWEEN THE CITY OF HUNTINGTON BEACH AND ACCELA, INC. This Addendum to the Software License Agreement between the City of Huntington Beach ("City") and Accela, Inc., a California corporation ("Accela" or "Contractor") (collectively, the "Parties") (referred to herein as the "Agreement") is hereby entered into as of this/ of ,OD�, 2016. RECITALS The Parties seek to enter into a Software License Agreement;' and The Parties desire to append the Software License Agreement to add the terms and conditions provided below. NOW, THEREFORE, in consideration of the Parties' performance of the promises, covenants, and conditions stated herein, the Parties hereby supplement the Software License Agreement by adding the following terms and conditions: Section A-1 (Intellectual Property License): The Software will be delivered or made available to Customer for electronic download from Accela's File Transfer Protocol ("FTP") site. The Software may be installed on one or more computers but may not be used by more than the number of users for which the Customer has named user licenses. The Software is deemed to be in use when it is loaded into memory in a computer, regardless of whether a user is actively working with the Software. Accela may audit Customer's use of the Software to ensure that Customer has paid for an appropriate number of licenses. Should the results of any such audit indicate that Customer's use of the Software exceeds its licensed allowance, Customer agrees to pay all costs of its overuse, retroactive to the date of non-compliance, as determined using Accela's then -current pricing; any such assessed costs will be due and payable by Customer upon assessment. Customer agrees that Accela's assessment of overuse costs pursuant to this Subsection is not a waiver by Accela of any other remedies available to Accela in law and equity for Customer's unlicensed use of the Software. Customer may make backup copies of the Software only to protect against destruction of the Software. Customer may copy Accela's documentation only for internal use by Customer's employees. Customer may not make any form of derivative work from the Software, although Customer is permitted to develop additional or alternative functionality for the Software using tools and/or techniques licensed to Customer by Accela. -1- 12100-0001 \ 16869600.doc Customer may not obscure, alter, or remove any confidentiality or proprietary rights notices. Customer is liable to Accela for any losses incurred as the result of unauthorized reproduction or distribution of the Software which occur while the Software is in Customer's possession or control. Customer may use the Software only to process transactions relating to properties within both its own geographical and political boundaries and may not sell, rent, assign, sublicense, lend, or share any of its rights under this IA. Customer is entitled to receive the Software compiled (object) code and is licensed to use any data code produced through implementation and/or normal operation of the Software; Customer is not entitled to receive source code for the Software except pursuant to an Intellectual Property Escrow Agreement, which may be executed separately by the Parties. Customer may not decompile or reverse -engineer the Software. Unless expressly modified herein, all of the terms and conditions set forth shall remain in full force and effect. IN WITNESS THEREOF, the Parties hereto have executed this Addendum on the day and year first shown above. ACCEIA, Inc. By a-, 1A LA Vice President / Asst. Corp. Secretary Dated / rAh4f z-et & CITY OF HUNTINGTM BEACH I-VITIATED AND APPROVED: Director of Information S rvices _ 5-/1d1z,lt -2- 12100-0001 \ 16869600.doc SOFTWARE LICENSE AGREEMENT THIS AGREEMENT made as of the L6y of Alft , '07—W6 . BETWEEN: ACCELA. INC. ("Accela") -and- City of Huntington Beach ("Organization") RECITALS l . Accela owns the Software (as defined below); 2. The Organization wishes to acquire a license to utilize the Software; 3. Accela wishes to grant the Organization a license to utilize the Software; 4. The Organization and Accela agree to enter into three (3) separate agreements each dealing with a separate aspect of the Software: a Software License Agreement, a Support and Maintenance Agreement and a Software Implementation Services Agreement. NOW THEREFORE, in consideration of the mutual covenants set out in this License Agreement and for other good and valuable consideration (the receipt and sufficiency of which is hereby acknowledged), the.parties agree as follows: Article I. INTERPRETATION Section 1.01 Definitions Throughout this License Agreement, except as otherwise expressly provided, the following words and expressions shall have the following meanings: (a) "Agreement" and similar expressions mean this Software License Agreement, including all of its Schedules and all instruments supplementing, amending or confirming this Agreement. All references to "Articles" or "Sections" mean and refer to the specified Article or Section of this Agreement except where a different agreement is explicitly identified. (b) "Completion of Services" shall have the definition ascribed to it in the Software Implementation Services Agreement. -1- (c) "Confidential Information" means, with respect to a party to this License Agreement, all information or material which: is (A) marked "Confidential," "Restricted," or "Proprietary Information" or other similar marking, (B) known by the parties to be considered confidential or proprietary, such as the Software, or (C) which should be known or understood to be confidential or proprietary by - an individual exercising reasonable commercial judgment in the circumstances. Confidential Information does not include information to the extent that such information: (i) is or becomes generally known to the public by any means other than a breach of the obligations of a receiving party hereunder; (ii) was previously known to the receiving party as evidenced by its written records; (iii) is rightly received by the receiving party from a third party who is not under an obligation of confidentiality; or (iv) is independently developed by the receiving party without reference to or use of the other party's Confidential Information. (d) "Designated Computer System" shall mean the Organization's platform and operating system environment which is operating the Software. (e) "Documentation" means user guides, operating manuals, educational materials, product descriptions and specifications, technical manuals, supporting materials, and other information regardless of the media on which it is provided. M "License" means the license granted to the Organization pursuant to Section 2.01 hereof and the Addendum attached hereto. - (g) "License Agreement" means this Software License Agreement. (h) "Release" means an Update and an Upgrade. (i) "Required Programs" have the meaning set out in Section 3.03. (j) "Software" means the software products that are listed in Schedule "A" and to which the License applies. (k) "Update" means a minor modification or enhancement to the Software related to a bug fix, or minor additional functionality. (1) "Upgrade" means a major overhaul of the Software which is a complete new version of the Software. (m) "User" means any employee of Organization or any of Organization's agents who are authorized by Accela pursuant to the terms of this License Agreement to have access to the Software. Section 1.02 Currency Unless otherwise specified, all references to amounts of money in this License Agreement and the related Schedules refer to U.S. currency. -2- Section 1.03 Schedules The Schedules described below and appended to this License Agreement shall be deemed to be integral parts of this License Agreement. Schedule "A" - Description of Software Schedule "B" - License Fees & Payment Schedule In the event of any conflict or inconsistency between the terms and conditions in the main body of this License Agreement and the terms and conditions in any Schedule, the terms and conditions of the main body of this License Agreement shall control. Article II. SOFTWARE LICENSES Section 2.01 Grant of Licenses (a) Subject to the terms and conditions of this License Agreement, Accela hereby grants to the Organization a personal, non-exclusive, non -transferable and limited right and license to use the Software in object code format on the Designated Computer System (the "License") in consideration for the payment of the License fees. All Releases installed by Organization are subject to this License. (b) Any Software furnished by Accela in machine-readable form may be copied in whole or in part by Organization for use on the Designated Computer System, access to which by Users can be from any computer terminal, whether internal to or external to Organization's facility incorporating the Designated Computer System. To the extent that any temporary files associated with the Software are created during such use on terminals those temporary files are permitted under this License but only for such time that the temporary files are actually required. Organization agrees that the original copy of all Software furnished by Accela and all copies.thereof made by Organization are and at all times remain the sole property of Accela. (c) Any License granted under this License Agreement permits the Organization to: (i) use the Software for its municipal and corporate purposes including, but not limited to, performing testing, disaster recovery, disaster testing, training, archival and backup as the Organization deems necessary, and (ii) use, copy and modify the Documentation for the purpose of creating and using training materials relating to the Software, which training materials may include flow diagrams, system operation schematics, and/or screen prints from operation of the Software. Access to and use of the Software by independent contractors of the Organization shall be considered authorized use under this Section so long as any such independent contractors are bound by obligations of confidentiality and have been approved by Accela in advance of the independent contractors' access to the Software. The Organization shall be responsible for (i) all of the actions of and (ii) any misuse of the Software by any independent contractor. -3- (d) The Organization may duplicate Documentation, at no additional charge, for the Organization's permitted uses so long as all required proprietary markings are retained on all duplicated copies. (e) The Software is licensed to the Organization on a Named User License basis as set forth in Schedule "A" and the Addendum. (i) The License grant is a described in the Addendum to this Agreement, attached hereto. (ii) (reserved) The Organization may purchase additional Software Licenses at the time such Licenses become necessary at Accela's then current prices and terms. (f) As between Accela and Organization, Accela reserves all rights, title and interest in and to the Software not expressly granted herein and the License specifically excludes all such reserved rights, title and interest. (g) As long as Organization maintains continuous support for the Application Software included herein, Accela shall ensure that all application software will comply with any and all State and Federal mandated reporting and/or audit requirements. Section 2.02 Term of License The License commences on the date of this License Agreement. The License is perpetual and of indefinite duration and shall continue to be in force unless terminated pursuant to the terms hereof. Section 2.03 Restrictions on Use (a) Without limiting the generality of the License granted in Section 2.01 and the other restrictions listed therein, Organization shall not, and will not allow, direct or authorize (directly or indirectly) any other party to: (i) use the Software for any purpose other than in connection with Organization's primary business or operations; (ii) disassemble, de - compile, reverse engineer, defeat license encryption mechanisms, or translate any part of the Software, or otherwise attempt to reconstruct or discover the source code of the Software except and only to the extent that applicable law expressly permits, despite this limitation; (iii) modify or create derivate works of the Software; (iv) rent, lease, lend, or use the Software for timesharing or bureau use or to publish or host the Software for others to use; or (v) take any actions that would cause the Software to become subject to any open source or quasi -open source license agreement. Organization shall be wholly liable to Accela for any misuse of the Software and these restrictions are absolute except as and only to the extent that this License Agreement may expressly permit Organization to do otherwise. (b) The Software and related materials supplied by Accela are protected by copyright and trademark laws. The Software is licensed and may not be resold by Organization. Any rights not expressly granted herein are reserved. Organization may not obscure, remove -4- or otherwise alter any copyright, trademark or other proprietary notices from the Software and related materials supplied by Accela. Section 2.04 Ownership of Software and Confidential Information (a) The Organization acknowledges that the Software contains proprietary information and Confidential Information of Accela which shall, at all times, remain the property of Accela and, in addition to its obligations outlined in Section 2.03, the Organization agrees to treat such Confidential Information in accordance with Subsections (b) and (c) herein. (b) The Organization will take the same care to safeguard the Software as it takes to safeguard its own Confidential Information of a like nature and such care shall not be any less than would be taken by a reasonable person to safeguard its own confidential information. (c) In order to assist Accela with the protection of its proprietary information and Confidential Information and to enable Accela to ensure that the Organization is complying with its obligations, Organization shall permit Accela to visit during normal business hours any premises at which the Software is used or installed and shall provide Accela with access to its Software. Accela shall provide Organization with reasonable notice of any such audit. Section 2.05 Ownership and Disposition of Documents (a) The parties agree that no materials or documents are being created for Organization by Accela under this License Agreement as of the effective date. All materials and documents which were developed or prepared by Accela for general use and which are not the copyright of any other party or publicly available, including educational materials, the Software and any other computer applications, shall continue to be the property of Accela. (b) Only where the Organization requests custom materials or documents, then upon the agreement of the parties in writing as evidenced by a duly executed scope of work, the Organization shall be the exclusive owner of all such custom, materials and documents. which are developed or prepared by Accela specifically for the Organization so long as such customer materials and documents are specifically described as being deliverables that are subject to this Subsection 2.05 (b) in the relevant scope of work, except to the extent to which such materials or documents may contain pre-existing Accela materials, in which case the scope of work will describe the license for such pre-existing Accela materials. -5- Article III. REPRESENTATIONS AND WARRANTIES Section 3.01 Warranty of Performance Accela warrants to the Organization that: (a) the Software will substantially perform as described in the Documentation if the Software is used in accordance with the Documentation, the terms of this .License Agreement and where the Organization has the Required Programs and the hardware meets the requirements of Section 3.03 (b). The Organization's primary recourse in the event the Software does not conform to the Documentation is the repair and replacement of the Software. (b) it has the full right, authority and power to enter into this License Agreement and to grant to the Organization the Licenses and rights conveyed by this License Agreement; and (c) the Software is an original work of authorship. Section 3.02 No Other Warranties The express warranties contained in this Article III are in lieu of all other representations, warranties and conditions, express or implied, whether arising by statute or otherwise in law or from a course of dealing, or usage of trade, including all warranties related to the merchantability and fitness for a particular purpose of the Software. No warranties are provided in relation to Releases in this License Agreement. Accela reserves the right to correct any defects about which it is made aware and to produce Releases at a time of Accela's own choosing and at Accela's discretion. Without limiting the generality of the foregoing, Accela does not represent or warrant and the Organization acknowledges that there are no further representations or warranties: (a) that the functions contained in the Software will operate in the combinations which may be selected for use by the Organization or will meet the Organization's requirements and satisfy its intended results; (b) that the operation of the Software will be error free. Section 3.03 Required Programs (a) The Organization acknowledges that the use of the Software requires that the Organization obtain and install additional required software programs (the "Required Programs"), as detailed in the attached Schedule "A". The Organization agrees that the acquisition of the Required Programs shall be at its sole cost and that the cost thereof is not included in the fees herein, including for any future updates about which Organization is provided with commercially reasonable advance notice. (b) Organization's hardware must also be of sufficient quality, condition and repair, and the Organization agrees to maintain its hardware in the appropriate quality, condition and KIM repair at its sole cost and expense, in order to facilitate the achievement of the proper installation and implementation of the Software in accordance the Software Implementation Services Agreement. If Accela determines that Organization's hardware is not of sufficient quality, condition and repair, Accela shall notify Organization in writing of the Hardware deficiencies. Organization will strive to remedy any hardware deficiencies within 30 days of notification Section 3.04 Exclusions to Warranty Accela shall not be liable for any breach of the foregoing warranties which results from causes beyond the reasonable control of Accela, including (a) where the installation, integration, modification or enhancement of the Software has not been carried out by Accela or its authorized agent, or where Organization has taken any action which is expressly prohibited by the Documentation or this License Agreement; (b) any use or combination of the Software with any software, equipment or services not supplied by or on behalf of Accela; (c) user error, or other use of the Software in a manner or in an operating environment for which it was not intended or other than as permitted in the relevant scope of work or in this License Agreement; (d) Organization's failure to install a new Update which has been released to remedy an error or bug, and which Accela has stated to Organization is a required Update necessary for security purposes or for legislative compliance purposes or other reasons as Accela may determine is important in its sole discretion; or (e) natural disasters, power surges, lightning strikes, and the like. Article IV. FEES AND PAYMENTS Section 4.01 Fees and Pavments (a) The Organization agrees to pay Accela total license fees detailed in Schedule "B", which is not inclusive of any applicable taxes. The Organization shall be responsible for the payment of any applicable duties and sales/consumption taxes. The fee structure and payment schedule is outlined in the attached Schedule "B". The License is subject to the full payment of the license fees. (b) Except for any aspect of the license fee which is payable on the date that this License Agreement is executed, in which case the payment is due on the date of execution, during the term of this License Agreement Organization shall have thirty (30) days after the date outlined in the payment schedule in Schedule "B" to pay Accela the applicable license fee. -7- Article V. REMEDIES, LIABILITY AND INDEMNITY Section 5.01 Remedies and Liability (a) Termination of this License Agreement shall not affect any right of action of either party arising from anything which was done or not done, as the case may be, prior to the termination taking effect. (b) The Organization and Accela recognize that circumstances may arise entitling the Organization to damages for breach or other fault on the part of Accela arising from this License Agreement. The parties agree that in all such circumstances the Organization's remedies and Accela's liabilities will be limited as set forth below and that these provisions will survive notwithstanding the termination or other discharge of the obligations of the parties under this License Agreement. (i) EXCEPT FOR DAMAGES ARISING OUT OF (a) ACCELA'S BREACH OF ITS CONFIDENTIALITY OBLIGATIONS, (b) ACCELA'S INTENTIONAL MISREPRESENTATION, GROSS NEGLIGENCE OR WILLFUL MISCONDUCT, OR (c) ACCELA'S INDEMNIFICATION OBLIGATIONS SET FORTH IN SECTION 5.03, BOTH PARTIES AGREE THAT ACCELA'S LIABILITY (UNDER BREACH OF CONTRACT, NEGLIGENCE, STRICT LIABILITY OR OTHERWISE), .IF ANY, FOR ANY DIRECT DAMAGES RELATING TO OR ARISING UNDER THIS LICENSE AGREEMENT SHALL NOT EXCEED IN THE AGGREGATE THE LICENSE FEES PAID TO ACCELA BY THE ORGANIZATION IN CONNECTION WITH THIS LICENSE AGREEMENT. (ii) IN ADDITION TO THE FOREGOING, NEITHER PARTY SHALL BE LIABLE FOR CONSEQUENTIAL, INCIDENTAL, INDIRECT, SPECIAL OR OTHER DAMAGES OF ANY KIND, INCLUDING BUT NOT LIMITED TO LOST REVENUE OR LOSS OF PROFITS, EVEN IF SUCH OTHER PARTY HAS BEEN ADVISED OF THE LIKELIHOOD OF THE OCCURRENCE OF SUCH DAMAGES AND NOTWITHSTANDING ANY FAILURE OF ESSENTIAL PURPOSE OF ANY LIMITED REMEDY. (iii) CLAUSES (i) AND (ii) SHALL APPLY IN RESPECT OF ANY CLAIM, DEMAND OR ACTION BY A PARTY IRRESPECTIVE OF THE NATURE OF THE CAUSE OF ACTION UNDERLYING SUCH CLAIM, DEMAND OR ACTION, INCLUDING, BUT NOT LIMITED TO, BREACH OF CONTRACT OR TORT. Section 5.02 Intent The parties hereby confirm that the waivers and disclaimers of liability, releases from liability, limitations and apportionments of liability, and exclusive remedy provisions expressed throughout this License Agreement shall apply even in the event of default, negligence (in whole or in part), strict liability or breach of contract of the person released or whose liability is waived, disclaimed, limited, apportioned or fixed by such remedy provision, and shall extend to such person's affiliates and to its shareholders, directors, officers, employees and affiliates. Section 5.03 Intellectual Property Indemnity (a) In the event there is a third party claim against Organization alleging that Organization's use of the Software in accordance with this License Agreement constitutes an infringement of a Canadian or United States' patent, copyright, trade -mark or trade secret or other intellectual property that is valid and enforceable in Organization's jurisdiction, Accela shall, at its expense, defend and indemnify Organization and pay any final judgment (including all damages awarded against Organization) against Organization or settlement agreed to by Accela on Organization's behalf. This indemnity is only effective where (i) Organization has not made any admissions or begun settlement negotiations either prior to or after providing notice to Accela of the applicable claim except with Accela's prior written consent, (ii) Accela has sole control of the defense of any claim or proceeding and all negotiations for its compromise or settlement; (iii) Organization assists and provides information to Accela throughout the action or proceeding, and (iv) Organization has not modified the Software in any manner whatsoever except with the prior written consent of Accela. Any breach by Organization of its covenants under this Section 5.03 shall nullify this indemnity but not the sole right of Accela to have full and complete authority of the defense to defend such claim or proceeding and of all negotiations related therewith and the settlement thereof. The indemnity shall not apply where the claim of infringement is based on a combination of use of the Accela Software with any third party software not provided by Accela. In the event that the Organization's use of the Software is finally held to be infringing or Accela deems that it may be held to be infringing, Organization agrees that the only remedy available to it is that Accela shall be, at Accela's election, for Accela to: (1) procure for the Organization the right to continue use of the Software; or (2) modify or replace the Software so that it becomes non -infringing. (b) The foregoing states Accela's entire liability, and the Organization's exclusive remedy, with respect" to any claims of infringement of any copyright, patent, trade -mark, trade secret or other property interest rights relating to the Software, or any part thereof or use thereof. (c) Organization may, at Organization's sole cost and expense —which is outside the scope of this indemnity —retain counsel of its own choosing who shall be permitted to attend all settlement conferences and hearings or other court appearances (except where the court has specifically made an order against such attendance) related to the proceeding. Section 5.04 Remedies Where remedies are expressly afforded by this License Agreement, such remedies are intended by the parties to be the sole and exclusive remedies of the Organization for liabilities of Accela arising out of or in connection with this License Agreement, notwithstanding any remedy otherwise available at law or in equity. M Article VI. GENERAL Section 6.01 Confidentiality (a) Duty Owed to the Organization -- Accela acknowledges that it may receive information from the Organization or otherwise in connection with this License Agreement. Except for information in the public domain, unless such information falls into the public domain by disclosure or other acts of the Organization or through the fault of the Organization, Accela agrees: (i) to maintain this information in confidence; (ii) not to use this information other than in the course of this License Agreement; (iii) not to disclose or release such information; (iv) not to disclose or release such information to any third person without the prior written consent of the Organization, except for authorized employees or agents of Accela; and (v) to take all reasonable actions, whether by instruction, agreement or otherwise, to ensure that third persons with access to the information under the direction or control or in any contractual privity with Accela, do not disclose or use, directly or indirectly, for any purpose other than for performing the Services during or after the term of this License Agreement, any material or information, including the information, without first obtaining the written consent of the Organization. (b) Duty Owed to Accela -- The parties agree that if the Organization breaches any term of Section 2.03 or Section 2.04 then Accela shall have the right to terminate this License Agreement and the grant of Licenses herein forthwith without giving notice as set forth in Section 6.02(a). Section 6.02 Termination (a) If either party should fail to comply with its obligations under this License Agreement, the other party must notify the breaching party in writing of such default (a "Default Notice"). Upon receipt of a Default Notice, the breaching party must correct the default at no additional cost to the other party, or issue a written notice of its own disputing the alleged default, in either case within thirty (30) days immediately following receipt of a Default Notice. If the breaching party fails to correct the default, or issue a notice disputing the alleged default, in either case within ninety (90) days following receipt of the Default Notice, the other party may terminate the whole of this License Agreement. (b) If Organization has failed to pay the license fees in accordance with Article IV then Accela shall have the right to terminate the License and this License Agreement immediately without complying with Section 6.04. -10- Section 6.03 Procedure on Termination (a) If this License Agreement is terminated prior to the Completion of Services, then within thirty (30) days following such termination, the Organization shall either return to Accela or delete the Software from all of its locations (except as required under any statute related to retention requirements) and shall certify, under the hand of a duly authorized officer of the Organization, that all copies of the Software or any part thereof, in any form, within the possession or control of the Organization have either been returned to Accela or deleted. (b) If this License Agreement is terminated following the Completion of Services, then the Organization may retain the copy of the Software in its possession as of the Completion of Services. Notwithstanding the foregoing, the Organization will remain subject to the obligations imposed upon it pursuant to this License Agreement with respect to the Software, including, but not limited to, such obligations relating to ownership of the Software and confidentiality and all of the restrictions on the Organization as set out in Article II. (c) Despite Subsection (d) below, all warranties related to the Software automatically terminate upon the termination of this License Agreement. (d) The following sections and articles shall survive the termination of this License Agreement: Section 3.02, Section 3.04, Section 5.01, Section 5.02, Section 5.04, Article IV and Article VI. Section 6.04 Mediation Except where this License Agreement explicitly states that this Section does not apply, the parties agree to submit any claim, controversy or dispute arising out of or relating to this License Agreement or the relationship created by this License Agreement to non -binding mediation before bringing a claim, controversy or dispute in a court or before any other tribunal. The mediation is to be conducted by either an individual mediator or a mediator appointed by mediation services mutually agreeable to the parties. The mediation shall take place at a time and location which is also mutually agreeable; provided; however, in no event shall the mediation occur later than ninety (90) days after either party notifies the other of its desire to have a dispute be placed before a mediator. Such mediator shall be knowledgeable in software system agreements. The costs and expenses of mediation, including compensation and expenses of the mediator (and except for the attorney's fees incurred by either party), is to be shared by the parties equally. If the parties are unable to resolve the claim, controversy or dispute within ninety (90) days after the date either party provides the other notice of mediation, then either party may bring and initiate a legal proceeding to resolve the claim, controversy or dispute unless the time period is extended by a written agreement of the parties. Nothing in this Section shall inhibit a party's right to seek injunctive relief at any time. Section 6.05 Addresses for Notice Any notice required or permitted to be given to any party to this License Agreement shall be given in writing and shall be delivered personally, mailed by prepaid - 11 - registered post or sent by facsimile to the appropriate address or facsimile number set out below. Any such notice shall be conclusively deemed to have been given and received on the day on which it is delivered or transmitted (or on the next succeeding business day if delivered or received by facsimile after 5:00 p.m. local time on the date of delivery or receipt, or if delivered or received by facsimile on a day other than a business day), if personally delivered or sent by facsimile or, if mailed, on the third business day following the date of mailing, and addressed, in the case of Accela, to: ACCELA, INC. 26633 Camino Ramon Suite 120 Bishop Ranch San Ramon, CA. 94583 Attention: Contract Administration Telephone: (925) 659-3200 and in the case of the Organization, to: CITY OF HUNTINGTON BEACH 2000 Main Street Huntington Beach, CA. 92648 Attention: Jim Slobjan, Finance Manager Telephone: (714) 960-8820 Each party may change its particulars respecting notice, by issuing notice to the other party in the manner described in this Section 6.05. Section 6.06 Assignment Neither party may assign any of its rights or duties under this License Agreement without the prior written consent of the other party, such consent not to be unreasonably withheld, except that either party may assign to a successor entity in the event of its dissolution, acquisition, sale of substantially all of its assets, merger or other change in legal ' status. The License Agreement shall inure to the benefit of and be binding upon the parties to this License Agreement and their respective successors and permitted assigns Section 6.07 Reor1janizations The Organization acknowledges that the License fee set out in this License Agreement has been established on the basis of the structure of the Organization as of the Effective Date. To the extent that the Organization amalgamates, consolidates or undergoes any similar form of corporate reorganization or transition (a "Reorganization"), and the resulting entity (whether or not the Organization is the resulting or continuing entity) requires additional Licenses to support the system, Accela shall be entitled to receive, and the Organization shall pay, an additional License fee based on the then prevailing License fee in effect. The provisions of this Section 6.07 shall apply to any subsequent Reorganizations occurring following the first Reorganization. The provisions of this Section 6.07 shall not apply where the Organization undergoes a Reorganization involving only other organizations that have already purchased a -12- License from Accela only to the extent that the License is for the same Software. For purposes of this License Agreement, any corporate changes undergone by the Organization will be characterized as either an assignment, in which case Section 6.06 will apply, or a Re- organization, in which case Section 6.07 will apply, but it is not intended that Section 6.06 and Section 6.07 will apply to any single sequence of events, if such application would result in a duplication of the fees provided for in those provisions. Section 6.08 Entire Agreement This License Agreement shall constitute the entire agreement between the parties hereto with respect to the matters covered herein with respect to the License of the Software. No other agreements, representations, warranties or other matters, oral or written, purportedly agreed to or represented by or on behalf of Accela by any of its employees or agents, or contained in any sales materials or brochures, shall be deemed to bind the parties hereto with respect to the subject matter hereof. However, the parties agree that two other agreements are being entered into concurrently with this License Agreement. These two other agreements are the Support and Maintenance Agreement and the Software Implementation Services Agreement, each of which are separate agreements and are binding in their own right and upon their own terms. Section 6.09 Section Headings Section and other headings in this License Agreement are for reference purposes only, and are in no way intended to describe, interpret, define or limit the scope or extent of any provision hereof. Section 6.10 Governing Law This License Agreement shall be governed by the laws of the State of California. Section 6.11 Trial by Ju Organization and Accela hereby waive, to the fullest extent permitted by applicable law, the right to trial by jury in any action, proceeding or counterclaim filed by any party, whether in contract, tort or otherwise, relating directly or indirectly to this License Agreement or any acts or omissions of Accela in connection therewith or contemplated thereby. Section 6.12 Invalidity The invalidity or unenforceability of any provision or covenant contained in this License Agreement shall not affect the validity or enforceability of any other provision or covenant herein contained and any such invalid provision or covenant shall be deemed to be severable: Section 6.13 Waiver A term or condition of this License Agreement may be waived or modified only by written consent of both parties. Forbearance or indulgence by either party in any regard shall - 13 - not constitute a waiver of the term or condition to be performed, and either party may evoke any remedy available under the License Agreement or by law despite such forbearance or notice. Section 6.14 Counterparts This License Agreement may be executed in counterparts (whether by facsimile signature, in an email PDF or otherwise), each of which when so executed shall constitute an original and all of which together shall constitute one and the same instrument. Section 6.15 Further Assurances The parties shall do all such things and provide all such reasonable assurances as may be required to consummate the transactions contemplated hereby, and each party shall provide such further documents or instruments required by any other party as may be reasonably necessary or desirable to effect the purposes of this License Agreement and carry out its provisions. Section 6.16 Allocation of Risk Organization acknowledges that the limited warranties, disclaimers and limitations of liability contained in this License Agreement set forth an allocation of risk reflected in the fees and payments due hereunder. IN WITNESS WHEREOF the parties hereto have duly executed this License Agreement to be effective as of the date first written above. ACCELA, Inc. C, By / Vice Presid nt / Asst. Corp. Secretary Dated / S 20/6 fP4kOVEj ttorney ger IN TIAT ND AP ROVED: �Di r or of Informs on Services -14- 5 �i b�Zdl� Schedule "A" Description of Software Software License Type Quantity See Schedule B for Software and License Type and Quantity See Schedule B for Software and License Type and Quantity See Schedule B for Software and License Type and Quantity Required Programs as identified in Sec. 3.03 follows this page il Accela 8.0 Hardware Software Specs.pdf Adobe Pro10 or 11 is also required for EDR Schedule "B" License Fees and Payment Schedule Liceme Fees Product Quantity Fees Accela Citizen Access Module FPP 1 USD 8,796.00 Accela Citizen Access Server Software Accela Citizen 1 1 USD 8,796.00 USD 12,431.87 Accela Lic & Case Mgt Server Software (incl 5 named users) 1 USD 43,996.00 Accela Land Mgt Server Software (includes 5 named users) 1 USD 43,996.00 Accela Land Mgmt User Lic Packs (incl 5 named users per pack) 1 USD 96,756.00 Accela Mobile Server Software (incl 5 named users) Accela Mobile User Lic Packs (includes 1 9 USD 39,996.00 USD 79,164.00 Accela GIS Server Software (includes 5 named users) 1 USD 8,796.00 Accela GIS User License Packs (includes 5 named users) 1 USD 28,996.00 Subtotal': ; USD 371,723,87 TOTAL: USD 371,723.87 License Fees are due ubon execution of Contract and savable within 30 days thereafter. The customer shall purchase additional licenses upon the commencement of UAT, as described in the SOW, or on the 480th day after execution of the contract by City, whichever occurs first, at the same per -user discount (20% off the 12/31/15 list price). ATTACHMENT'#4 ADDENDUM TO THE SUPPORT AND MAINTENANCE AGREEMENT BETWEEN THE CITY OF HUNTINGTON BEACH AND ACCELA, INC. This Addendum to the Support and Maintenance Agreement between the City of Huntington Beach ("City") and Accela, Inc., a California corporation ("Accela" or "Contractor") (collectively, the "Parties") (referred to herein as the "Agreement") is hereby entered into as of this �/ � ay of /nA-y 2016. RECITALS The Parties seek to enter into a Support and Maintenance Agreement; and The Parties desire to append the Support and Maintenance Agreement to add the terms and conditions provided below. NOW, THEREFORE, in consideration of the Parties' performance of the promises, covenants, and conditions stated herein, the Parties hereby supplement the Support and Maintenance Agreement by adding the following terms and conditions: Section A-1 (Term and Fees): Customer may elect to continue its maintenance coverage for additional annual terms by paying to Accela the fees associated with such terms when these are due; said fees will not increase annually by more than two percent ( 2%) for renewal years 1-3, three percent (3%) for years 4 and 5 and four percent years 6 -10. Should Customer fail to renew its maintenance coverage or pay the applicable fees, Accela reserves the right to withhold all support. If Customer resumes maintenance coverage after one or more periods without such coverage, Customer will pay an amount equivalent to one hundred ten percent (110%) of all maintenance fees attributable to the period(s) without coverage, as such fees are calculated based upon pricing in effect at the time of resumption of maintenance coverage. Section A-2 (Updates): Software Updates Accela will provide revisions of and enhancements to maintained software products to Customer as such updates are generally -released by Accela. Software updates will be delivered or made available to Customer for electronic download from Accela's File Transfer Protocol ("FTP") site. Section A-3 (Limitations): -1- 12100-0001 \ 16869600.doc Limitations Generally The following are not covered by the Support and Maintenance Agreement, but may be separately available at rates and on terms which may vary from those described herein: a) Services required due to misuse of the Accela-maintained software products; b) Services required due to software corrections, customizations, or modifications not developed or authorized by Accela; c) Services required by Customer to be performed by Accela outside of Accela's usual working hours; d) Services required due to external factors including, but not necessarily limited to, Customer's use of software or hardware not authorized by Accela; e) Services required due to the operation of interfaces between the Accela-maintained software products and other software products or systems, even where such interfaces were provided or implemented by Accela". Warranty for interfaces is provided in the Services Agreement as they are Services Deliverables. `Accela warrants that updates to Accela software will not disrupt the connection/operation from the Software to interfaces as provided by Accela. f) Services required to resolve or work -around conditions which cannot be reproduced in Accela's support environment; g) Services which relate to tasks other than maintenance of Customer's existing implementation and configuration of the Accela-maintained software products including, but not necessarily limited to, enhancing or adapting such products for specific operating environments; h) Services requested by Customer to implement software updates provided by Accela pursuant to this Support and Maintenance Agreement; and i) New or additional applications, modules, or functionality released by Accela during the term of this Support and.Maintenance Agreement. Section A-2 (Legacy Releases): Accela will provide maintenance support for the current, major release (as exemplified by the addition of number immediately to the right of the first decimal) of each of its maintained software applications and for the major release immediately preceding such current release. All other releases are deemed to be "Legacy Releases". Accela will respond to maintenance requests concerning Legacy Releases only using currently -available information. Services requiring additional research, engineering -level support, or coding or programming by Accela will not be provided pursuant to this MA, but may be separately available at rates and on terms which may vary from those described herein. Unless expressly modified herein, all of the terms and conditions set forth shall remain in full force and effect. -2- 12 100-000 1\16869600. doc IN WITNESS THEREOF, the Parties hereto have executed this Addendum on the day and year first shown above. ACCELA, Inc. Vice President / Asst. Corp. Secretary Dated / 4-,4Jef�o CITY OF H A C ifornia moo,. TON BEACH on VAW Clerk PPP E�-"P-Vo •R �— LfI 131-,0/4 15 Zr. -3- 12100-0001 \ 1686960v1 doc SUPPORT AND MAINTENANCE AGREEMENT THIS AGREEMENT made as of the & day of ?Vl' & , 2yA . BETWEEN: ACCELA, INC. ("Accela") - and - City of Huntington Beach ("Organization") RECITALS Accela owns the Software which has been licensed to Organization pursuant to a Software License Agreement; The Organization wishes to receive support and maintenance services related to the Software; Accela shall provide the support and maintenance services related to the Software; 4. The Organization and Accela are entering into three (3) separate agreements with each dealing with a separate aspect of the Software: a Software License Agreement, a Support and Maintenance Agreement and a Software Implementation Services Agreement. NOW THEREFORE, in consideration of the mutual covenants set out in this support and maintenance agreement (the "Support and Maintenance Agreement") and for other good and valuable consideration (the receipt and sufficiency of which is hereby acknowledged), the parties agree as follows: Unless otherwise defined herein, all defined terms used herein shall have the meaning ascribed to them in the Software License Agreement (the "License Agreement"). 2. This Support and Maintenance Agreement is the exclusive statement of the entire support and maintenance agreement between Accela and Organization. 3. Accela shall provide software support primarily via telephone and electronic mail in addition to site visits only when necessary. The support services will be provided only during the hours of operation as described in Exhibit 2 hereto and which are in effect as of the Start Date (as defined below), as such services may, at Accela's sole discretion, be modified or supplemented from time to time. To enable Accela to provide effective support, the Organization will establish auto remote access procedures compatible with Accela's then current practices which may be revised over time. 4. This Support and Maintenance Agreement becomes effective the date the Software licenses are provided to Organization. (the "Start Date"). 5. In consideration for the support services specified in Section 2, Organization shall pay the "Support and Maintenance Fee" as detailed in Exhibit 1 below. Organization will be billed annually in advance. Annual fee increases for renewal years 1 through 3 will not exceed _2_%. For years 3-5 3% and years 6-10 4%. 6. In addition to the Support and Maintenance Fee, Organization shall reimburse Accela for its direct expenses in providing support services ("Billable Fees") pursuant to this Support and Maintenance Agreement which include as of the Start Date: (a) courier services, photocopying, faxing, long distance phone calls and reproduction services, (b) (reserved) Accela may update its reimbursement policies from time to time, in which case such updated policies shall apply for purposes of this Support and Maintenance Agreement, provided that such updated reimbursement policies must generally apply to all clients of Accela. 7. Accela shall supply all Upgrades to Organization at no additional charge other than the payment of the Support and Maintenance Fee. Upgrades may require additional services to be performed by Accela outside of the scope of those services provided by Accela as described in Section 8 including additional training not covered by the Software Implementation Services Agreement and professional services for the installation and implementation of the Upgrade that will be subject to the Accela's then -prevailing policies, terms and mutually agreed upon Billable Fees related to pricing and hourly rates. 8. All Updates of the Software and all those services listed in Exhibit 2 which are included as part of Organization's Software support will be made available to Organization at no additional charge other than the payment of the Support and Maintenance Fee. 9. All payments hereunder shall be in U.S. dollars and shall be net of any taxes, tariffs or other governmental charges. Accela shall be responsible for paying all taxes, fees, assessments and premiums of any kind payable on its employees and operations. Any tax Accela may be required to collect or pay upon the sale, use or delivery of the support and maintenance services described in this Support and Maintenance Agreement shall be paid by Organization and such sums shall be due and payable to Accela upon receipt of an invoice therefore. Any taxes levied in relation to the services required for a Release shall be paid by Organization. The Organization shall be responsible for the payment of any applicable duties and sales/consumption taxes. 10. The initial term of this Support and Maintenance Agreement shall begin on the Start Date -2- and end one year later unless a multi -year term is established. Thereafter, this Support and Maintenance Agreement shall automatically renew on an annual basis, unless terminated by either party upon giving to the other not less than 90 days' notice in writing prior to the end of the initial term or any subsequent anniversary of such date. Organization shall pay the then prevailing Support and Maintenance Fee in advance for each term of the Support and Maintenance Agreement and where the notice of non -renewal has not been provided in accordance with these terms, the Organization is obliged to pay the Support and Maintenance Fee for the then applicable term. The termination of this Support and Maintenance Agreement by Organization shall not affect the License or the Software License Agreement. Accela shall neither refund any Support and Maintenance Fees nor any Billable Fees if this Support and Maintenance Agreement is terminated. Reinstatement process and fees will be as described in the Addendum to this Agreement. Organization acknowledges that if this Support and Maintenance Agreement is terminated, then it will not be eligible to receive the benefits of this Support and Maintenance Agreement including the right to Releases or to access the source code in escrow upon the occurrence of any Event of Default. 1 1. Title to and ownership of all proprietary rights in the Releases and all related proprietary information supplied by Accela in providing the services pursuant to this Support and Maintenance Agreement shall at all times remain with Accela, and Organization shall acquire no proprietary rights by virtue of this Support and Maintenance Agreement. 12. Accela shall have the right to terminate this Support and Maintenance Agreement immediately if: (a) Organization attempts to assign this Support and Maintenance Agreement or any of its rights hereunder, or undergoes a Reorganization, without complying with the License Agreement; or , (b) Organization has not paid an invoice within ninety (90) days of the start of a renewal term. 13. Unless otherwise agreed to by the parties, all notices required hereunder shall be made in accordance with the provisions of the License Agreement. 14. Either party's lack of enforcement of any provision in this Support and Maintenance Agreement in the event of a breach by the other shall not be construed to be a waiver of any such provision and the non -breaching party may elect to enforce any such provision in the event of any repeated or continuing breach by the other. 15. The parties agree that the terms and conditions contained herein shall prevail notwithstanding any variations on any orders, a -mails or other correspondence submitted by Organization. 16. The particular provisions of this Support and Maintenance Agreement shall be deemed confidential in nature and neither Organization nor Accela shall divulge any of its provisions as set forth herein to any third party except as may be required by law. -3- 17. (a) Termination of this Support and Maintenance Agreement shall not affect any right of action of either party arising from anything which was done or not done, as the case may be, prior to the termination taking effect. (b) The Organization and Accela recognize that circumstances may arise entitling the Organization to damages for breach or other fault on the part of Accela arising from this Support and Maintenance Agreement. The parties agree that in all such circumstances the Organization's remedies and Accela's liabilities will be limited as set forth below and that these provisions will survive notwithstanding the termination or other discharge of the obligations of the parties under this Support and Maintenance Agreement. (c) THE AGGREGATE LIABILITY OF ACCELA TO ORGANIZATION FOR ALL CLAIMS, SUITS, ACTIONS AND PROCEEDINGS HOWSOEVER ARISING, DIRECTLY OR INDIRECTLY, UNDER OR RELATING TO THIS SUPPORT AND MAINTENANCE AGREEMENT OR ITS SUBJECT MATTER, INCLUDING THOSE BASED ON BREACH OR REESCISSION OF CONTRACT, TORT, BREACH OF TRUST, OR BREACH OF FIDUCIARY DUTY SHALL NOT EXCEED, IN THE AGGREGATE, THE AMOUNT OF FEES ACTUALLY PAID BY THE ORGANIZATION TO ACCELA UNDER THIS SUPPORT AND MAINTENANCE AGREEMENT DURING THE THEN - CURRENT TERM (AND IN NO EVENT BEING GREATER THAN 12 MONTHS) OF THE SUPPORT AND MAINTENANCE AGREEMENT UP TO AND INCLUDING THE DATE OF TERMINATION. (d) IN ADDITION TO THE FOREGOING, NEITHER PARTY SHALL BE LIABLE TO THE OTHER FOR ANY CLAIMS FOR CONSEQUENTIAL DAMAGES, INCIDENTAL DAMAGES, INDIRECT DAMAGES, SPECIAL DAMAGES, AGGRAVATED DAMAGES, LOSS OF REVENUE, LOSS OF PROFITS, FAILURE TO REALIZE EXPECTED SAVINGS, LOSS OF DATA, LOSS OF BUSINESS OPPORTUNITY EITHER UNDER OR RELATING TO THIS SUPPORT AND MAINTENANCE AGREEMENT OR ITS SUBJECT MATTER, WHETHER BASED ON BREACH OF RESCISSION OF CONTRACT, TORT, BREACH OF TRUST, OR BREACH OF FIDUCIARY DUTY EVEN IF SUCH OTHER PARTY HAS BEEN ADVISED OF THE LIKELIHOOD OF THE OCCURRENCE OF SUCH DAMAGES AND NOTWITHSTANDING ANY FAILURE OF ESSENTIAL PURPOSE OF ANY LIMITED REMEDY. 17. The parties hereby confirm that the waivers and disclaimers of liability, releases from liability, limitations and apportionments of liability, and exclusive remedy provisions expressed throughout this Support and Maintenance Agreement shall apply even in the event of default, negligence (in whole or in part), strict liability or breach of contract of the person released or whose liability is waived, disclaimed, limited, apportioned or fixed by such remedy provision, and shall extend to such person's affiliates and to its shareholders, directors, officers, employees and affiliates. 18. Where remedies are expressly afforded by this Support and Maintenance Agreement, such remedies are intended by the parties to be the sole and exclusive remedies of the Organization for liabilities of the Accela arising out of or in connection with this Support and Maintenance Agreement, notwithstanding any remedy otherwise available at law or in equity. 19. The Organization may, at Organization's option, enter into an escrow arrangement with Accela. Upon the Organization's request: (i) Organization shall be presented with the standard escrow beneficiary enrollment document for participation in Accela's source code escrow arrangement with escrow agent NCC Group (the "Escrow Arrangement") (attached hereto as Schedule A). (ii) By entering into this Escrow Arrangement, the Organization shall have all the rights as stipulated in the escrow agreement. 20. This Support and Maintenance Agreement shall be governed by the laws of the State of California. 21. This Support and Maintenance Agreement may not be assigned by the Organization unless, concurrently with any such assignment, the Organization assigns its rights under, and complies with the provisions of the License Agreement. 22. This Support and Maintenance Agreement shall be binding upon the successors and assigns of the parties and ensure to the benefit of the successors and permitted assigns of the parties. 23. The invalidity or unenforceability of any provision or covenant contained in this Support and Maintenance Agreement shall not affect the validity or enforceability of any other provision or covenant herein contained and any such invalid provision or covenant shall be deemed to be severable. 24. This Support and Maintenance Agreement may be executed in counterparts (whether by facsimile signature or in PDF format via e-mail or otherwise), each of which when so executed shall constitute an original and all of which together shall constitute one and the same agreement. -5- IN WITNESS WHEREOF, the Parties have executed this Support and Maintenance Agreement to be effective as of the date first written above. ACCELA, Inc. Byiete / Vice President / Asst. Corp. Secretary Dated l C,Mi" 'LV/G CITY OF HUNTINGTON BEACH in INITIATW AND AP ROVED: Director of [nformation erv�ces Schedule "A" Escrow Terms (a) Accela and NCC GROUP (the "Escrow Agent") have entered into an escrow agreement (the "Escrow Agreement"), attached hereto as Attachment I. The Source Code is provided by Accela to the Escrow Agent pursuant to the terms of that Agreement. The Organization has a right to the Source Code pursuant only to the provisions of the Escrow Agreement provided it has agreed to participate in the Escrow Arrangement and is a beneficiary by completing the be agreement to the Escrow Agreement. Accela agrees that the Organization shall have the right to one copy of the most current version of the Source Code for the affected Software and associated Documentation upon the a qualifying event as provided in the Escrow Agreement. Exhibit 1 Annual Support and Maintenance Fee Product. O��:�a - T # Annual Maintenance and Suppoit Net Price Accela Citizen Access Annual Maintenance and Supp Initial Accela Citizen Access Annual Maintenance and Supp Initial 1 1 USD 2,034.08 USD 2,034.08 Accela Citizen Access Annual Maintenance and Supp Initial 1 USD 2,874.87 Accela Licensing and Case Mgt Annual Maint&Supp Init 1 USD 10,174.08 Accela Land Management Annual Maintenance and Supp Initial 1 USD 10,174.08 Accela Land,Management Annual Maintenance and Supp Initial Accela Mobile Annual Maintenance and Supp Initial 1 1 USD 22,374.83 USD 9,249.08 Accela Mobile Annual Maintenance and Supp Initial 1 USD 18,306.68 Accela GIS Annual Maintenance and Supp Initial 1 USD 2,034.08 Accela GIS Annual Maintenance and Supp Initial 1 USD 6,705.33 Subtotal - - USD 85,961.19 TOTAL: USD 85,961.19 Maintenance Fees purchased with the additional licenses at UAT or 480 days will be at the same price as the original purchase. Maintenance fees are due upon execution of purchase of associated license(s) and payable within 30 days thereafter. Renewal payment are due on anniversary of commencement of the preceding maintenance terms with the fees for years 2-10 as indicated above in Section 5 of this Maintenance Agreement. Exhibit 2 Standard Support and Maintenance Services — Standard Guidelines The purpose of this Exhibit 2 is to provide our customers with information on our standard coverage, the services which are included as part of your annual software support, a listing of call priorities, an outline of our escalation procedures and other important details. Accela reserves the right to make modifications to this document as required; provided, however, Accela shall not reduce the scope of support provided hereunder without the prior consent of the Organization. The services listed below are services that are included as part of your software support. • 800 Toll Free Telephone. support • Software for Life - Guaranteed Support on your existing applications for life - Scheduled assistance for installations, upgrades and other special projects (there may be charges depending on the scope of work) • Technical troubleshooting and issue resolution • E-mail support call logging and notification • eSupport access 24 x 7 with the following on-line benefits: - Log and close calls - View and update calls - Update contact information - Access published documentation - Access available downloads - Access Support knowledge base - Participate in Discussion Forums Standard software releases and updates - Defect corrections (as warranted) - Planned enhancements - State and/or Federal mandated changes (charges may exist depending on scope) - Participation in beta program - Release notes • Design review for potential enhancements or custom modifications • Ability to attend the annual customer conference (attendance fees apply) Help Desk Hours Our standard hours of support are from 8:00 a.m. EST to 8:00 p.m. EST, Monday to Friday, excluding designated statutory holidays. Weekend and holiday assistance is available and must be scheduled in advance and in most cases is billable. Response Times Response times will vary and are dependent on the priority of the call. We do our best to ensure that we deal with incoming calls in the order that they are received, however calls will be escalated based on the urgency of the issue reported. Our response.time guidelines are as follows: Priority 1: 1 - 4 hours Priority 2: 1 - 8 hours Priority 3: 1 - 24 hours Call Priorities In an effort to assign our resources to incoming calls as effectively as possible, we have identified three types of call priorities, 1, 2 and 3. A Priority 1 call is deemed by our support staff to be an Critical or Critical Priority call, Priority 2 is classified as a Medium Priority and Priority 3 is deemed to be a Low Priority. The criteria used to establish guidelines for these calls are as follows: Priority 1— Critical • System Down (Software Application, Hardware, Operating System, Database) • Inability to process bills • Program errors without workarounds • Aborted postings or error messages preventing data integration and update • Performance issues of severe nature impacting critical processes Priority 2 - Medium • System errors that have workarounds • Reports calculation issues • Printer related issues (related to interfaces with our software and not the printer itself) • Security issues • Hand-held issues not preventing billing • Performance issues not impacting critical processes • Usability issues • Workstation connectivity issues (Workstation specific) Priority 3 - Low • Report formatting issues • Training questions, how to, or implementing new processes • Aesthetic issues • Issues with workarounds • Recommendations for enhancements on system changes • Questions on documentation Call Process All issues or questions reported to support are tracked via a support call, our support analysts cannot provide assistance unless a support call is logged. Our current process for logging calls includes the following: eSupport (via website), email, phone and fax. • Your call must contain at a minimum: your organization name, contact person, software product and version, module and/or menu selection, nature of issue, detailed description of your question or issue and any other information you believe pertinent. • Our support system or one of our support analysts will provide you with a call ID to track your issue and your call will be logged into our support tracking database. • Your call will be stored in a queue and the first available support representative will be assigned to deal with your issue. • As the support representative assigned to your call investigates your issue, you will be contacted and advised as to where the issue stands and the course of action that will be taken for resolution. If we require additional information, you will be contacted by the assigned support representative to supply the information required. • All correspondence and actions associated with your call will be tracked against your call in our support database. At any time, if available to you, you may log onto our website to see the status of your call. • Once your call has been resolved, you will receive an automated notification by email that your call has been closed. You also have the option of viewing both your open and closed calls, if available to you, via our website. • If your issue needs to be escalated to a development resource or programmer for resolution, your issue will be escalated to the development team and tracked through the same case ID. Details will be updated and provided once the fix is added to a scheduled release. • Contact the support department at your convenience for a status update on your development issues, or log onto our website (if available to you) to view your issues on- line. Escalation Process Our escalation process is defined below. This process has been put in place to ensure that issues are being dealt with appropriately. If at any time you are not completely satisfied with the resolution of your issue, you are encouraged to escalate with the support department as follows: Level 1: Contact the support representative working on your issue Level 2: Contact the Customer Support Manager Level 3: Contact the Director of Customer Support Support Level 4: Contact the Vice President of Customer Case Level 5: Contact the Executive Vice President Holiday Schedule Below is a listing of statutory holidays. Please note that support services will be closed on designated days as outlined below. New Year's Day Closed President's Day Closed Memorial Day Closed Independence Day Closed Labor Day Closed Thanksgiving Closed Day after Thanksgiving Closed Christmas Eve Closed Christmas Day Closed New Year's Eve Early Closure Billable Support Services The services listed below are services that are out of scope of your support and maintenance agreement and are therefore considered billable services. • Extended telephone training • Forms redesign or creation (includes Bill Prints, Notice Prints and Letters) • Setup and changes to interfaces or creation of new interface • Setup of new services or changes to services (PAP, ACH, etc.) • File imports/exports • Custom modifications (reports, bills, forms, reversal of customizations) • Setting up additional companies / agencies / tokens / general ledgers • Data conversions / global modification to setup table data • Database maintenance, repairs and optimization • Installations / re -installations (workstations, servers) • Custom Modifications"to EMSE or automated scripting Test Databases and Environments We support customers in the maintenance of independent test environments for testing purposes. This allows customers the opportunity to test fixes, modifications, new business processes and/or scenarios without risking any potentially unwanted changes to the live environment. Connection Methods To ensure we can effectively support our clients, we require that a communication link is established and maintained between our two sites. It is the Organization's responsibility to ensure the connection is valid at your location so that we can connect to your site and resolve any issues. Our supported methods of connection are: Direct internet, Virtual Private Network (VPN), Remote Access Server (RAS), Direct Connection (modem) and Terminal Services (a backup connection may be required for file transfers) however; Accela will work with the client to establish a mutually agreeable remote connection policy. Attachment I — Escrow Agreement Escrow (and Registration to be attached) Multi Licensee Deposit Account Software Escrow Agreement (Premium Solution] Date Licensor Agreement Number Accela, Inc, [Agreement#) �L331 h Notice: The parties to this Agreement are obliged to Inform NCC Group of any changes to the Software or In their circumstances (including change of name, principal office, contact details or change of owner of the intellectual property In the Software), eAl ' © MCC Group 1984-2009 Escrow Agreement Dated: USML Dep AS Prem Between: (I) Accela, Inc. whose principal office is of 2633 Camino Ramon, Suite 120, Bishop Ranch 3, San Ramon, California 94583 ("Licensor); and (2) NCC Group, inc, a corporation organized and existing under the taws of Virginia with Its principal office of 1731 Technology Drive, Suite 860, San Jose, California 95110, USA ("NCC Group'l. Background: (A) Licensee has been granted a license to use the Software which comprises computer programs. (B) Certain technical information and/or documentation reialing to the Software is the confidential information and Intellecivai property of Licensor or a third party. (C) Licensor acknowledges that In certain circumstances, such information and/or documentation would be required by Licensee In order for it to continue to exercise its rights under its License Agreement with the Licensor. (D) The porfles Therefore agree that such information and/or documentation should be placed with a trusted third party, NCC Group, so that such Information and/or documentation can be released to Licensee should certain circumstances arise. Agreement: In consideration of the mutual undertakings and obllgallons contained in )his Agreement, the parties agree )hat: Definitions and Interpretation 1,1 In this Agreement the following terms shall have the fallowing meanings: "Agreement" means the terms and conditions of this multi licensee deposit account software escrow agreement set out below, including the Schedules and Appendices hereto. "Confidential Information" means all technical and/or commercial Information not in the public domain and which is designated in writing as confidential by any party, "Deposit Account" means on account set up on the execution of a Deposit Account Agreement under which specific Escrow Material Is deposited by the Licensor with NCC Group. "Deposit Account Agreement" means an agreement in the form attached as Appendix 1, for the setting up of a Deposit Account. "Deposit Form" means the form of Schedule 1 whfcli is to be completed by Licensor and delivered to NCC Group with each deposit of the Escrow Material. "Escrow Material" means the Source Code of the Software and such other material and documentation (including updates and upgrades thereto and new versions thereof) as are necessary to be delivered or deposited to comply Will Clause 3 of this Agreement. "Infegrlty Tesling" means those tests and processes forming NCC Group's Integrity Testing service, In so for as they can be applied to the Escrow Molerfal. 'Intellectual Property Rights" mean any copyright, patents, design patents, registered designs, design rights, utility models, trademarks, service marks, trade secrets, know how, do)obase rights, moral rights, confidential Information, trade or business names, domain names, and any other rights of a similar nature including industrial and proprietary rights and other similar protected rights in any country or jurisdiction together w)Ih all registrations, applications to register and rights to apply for regisfrolion of any of f he aforementioned rights and any licenses of or In respect of such rights. "License Agreement" means the agreement under which a Licensee was granted a license to use the Software, "Licensee" means any person, firm, companyor other enlify: 1.1.1 to whom a license louse the Software has been granted; and 1.1.2 whom Licensor has approved for regfseration under a Deposit Account Agreement; and 1.1.3 who has agreed to be bound by the terms and conditions of a Deposit Account Agreement Version 12.15,06 Agreement Number (Li 5ft CA.; m NCC Group 1984-2009 USML Dep Ag Prom by executing a completed Registration Agreement, forwarding the same to NCC Group and the receipt and registration of which has been acknowledged by NCC Group in writing to Licensor and Licensee; and references in this Agreement to Licensee shall be to the relevant Licensee or Licensees given the context in which such reference is mode. "Letter of Intent" means the form completed by Licensor or Licensee containing the information to enable NCC Group to set up this Agreement, a Deposll Account Agreement or a Registration Agreement. "Registration Agreement" means an agreement in the form set out in Appendix 2 to be signed by Licensor, NCC Group and any company wishing to be a party to a Deposit Account Agreement or Deposit Account Agreements, as o Licensee and, accordingly, to take the benefit of and be bound by the terms and conditions of the Agreement including payment obligations as may be defined in the Regisfrallon Agreement. "Release Purposes" means the purposes of understanding, maintaining, modifying and correcting the Software exclusively for and on beholf of Licensee together with such other purposes {if any) as are permitted under the License Agreement. "Software" means the software together with any updates and upgrades thereto and new versions thereof licensed to Licensee under the License Agreement detolts of which are set out in Schedule 1 of a Deposit Account Agreement, "Source Code" means the computer programming code of the Software in human readable form. 1.2 This Agreement shall be interpreted In occordonce with the following: 1.2.1 headings are for ease of reference only and shall not be taken Into consideration in the Interpretation of this Agreement; 1.2.2 all references to Clauses and Schedules are references to Clauses and Schedules of this Agreement; and 1.2.3 all references to a party or parties are references to a party or parties to this Agreement. Deposit Accounts 2.1 Each lime that the Licensor wishes to deposit different Escrow Material under the terms of this Agreement, the Licensor and NCC Group must execute a completed Deposit Account Agreement contoining the details of the Escrow Material to be deposited In accordance with file obllgallons contolned In Clause 3. 2.2 Eoch signed Deposit Account Agreement shall be supplemental to and be governed by the terms of this Agreement. 2.3 For file avotdonce of doubt, If the Escrow Material to be deposited Is an update to or development of Escrow Material aireody deposited under an existing Deposit Account, the deposit of such Escrow Molerfal shall not require a new Deposit Account and shall be deposited under the relevant existing Deposit Account. ltcensor's Dulles and Warranties 3.1 Licensorshall: 3.1.1 deliver a copy of the Escrow Moterlat to NCC Group within 30 days of the dote NCC Group receives an executed Deposit Account Agreement; 3.1.2 deliver an update or replacement copy of the Escrow Material to NCC Group within 30 days of a motor release of the Escrow Materials, as designated by Licensor to its general customer base; 3.1.3 ensure that eoch copy of the Escrow Material deposited with NCC Group comprises the Source Code of the latest molor release of 111e Software, as referenced In Clause 3.1.2 above; 3,1 A deliver to NCC Group an update or replacement copy of the Escrow Material within 30 doys after the anniversary of the fast delivery of the Escrow Material to ensure that the lntegrily of the Escrow Material media Is maintained; 3.1.5 deliver with each deposit of the Escrow Material a Deposit Form which includes the following Information: Version 12.15.06 Agreement Number) ] rt♦7�3� e,A7 ' © NCC Group 1984.2009 USML Dep AS Prom 3.1.5.1 details of the deposit including the full name of the Software (t.e, the original name as set out under Schedule i to the Deposit Account Agreement together with any new names given to the Soltwore by Licensor), version details, media type, backup command/software used, compression used, archive hardware and operating system details; and 3.1.5.2 password/encryplion details required to access the Escrow Material, If opplicable; 3,2 Licensor warrants to both NCC Group and Licensee at the lime of each deposit of the Escrow Material with NCC Group that: 3.2.1 i[ has the full right, ability and authority to deposit the Escrow Material, 3.2.2 in entering into [his Agreement and any Deposit Account Agreement and performing its obligations under such agreements, It Is not in breach of any of its ongoing express or Impred obligotlons to any third party(s); and 3.2.3 the Escrow Material deposited under Clause 3A contains all information In human -readable form and is on suitable media. Licensee's Responsibilities and Undertakings 4.1 Licensee shall notify NCC Group of any change to the Software that necessitates a replacement deposit of the Escrow Material. 4.2 In the event that the Escrow Material Is released under Clause 7, Licensee shall; 4.2.1 keep the Escrow Material confidential at all limes; 4.2.2 use the Escrow Material only for the Release Purposes; 4.2.3 not disclose the Escrow Moteriol to any person save such of Licensee's employees or contractors who need to know the some for the Release Purposes. in titre event that Escrow Material Is disclosed to its employees or contractors, Licensee shall ensure that they ore bound by the some confidentiality obligations as are contained In this Clause 4.2; 4.2.4 hold all media containing the Escrow Material Ina safe and secure environment when not in use, and 4.2.5 forthwith destroy the Escrow Material should Licensee cease to be entllted to use the Software under the terms of the License Agreement, NCC Group's Dulles 5.1 NCC Group shall; 5.1.1 at all limes during the term of this Agreemenf, retain the latest deposit of the Escrow Material in a sate and secure environment; 5.1.2 notify Licensor and the relevant Licensee of the acceptance of any Registration Agreement; and 5.1.3 inform Licensor and Licensee of the receipt of any deposit of the Escrow Material by sending to both padles a copy of the Deposit Form and/or the Integrity Testing report generated from the testing processes canted out under Clause 11. 5.2 in the event of failure by Licensor to deposit any Escrow Material with NCC Group, NCC Group shall not be responsible for procuring such deposit and may, at its sole discretion, notify the Licensor and Licensee of Licensor's failure to deposit any Escrow Material. 5.3 NCC Group may appoint ogents, contractors orsub-conlractors as it deems fit to carry out tiie Integrity Tesling process. NCC Group shalt ensure that any such agents, contractors and sub-conlractors ore bound by the same confidentiality obligations as are contained In Clause 9. 5.4 NCC Group has the right to make such copies of the Escrow Material as may be necessary solely for the purposes of this Agreement. Payment 6.1 " The parties shall pay NCC Group's fees and charges as published from time to time or as otherwise agreed, in the proporlions set out In the Letter of intent between the parties. NCC Group's fees as published are exclusive of any applicable sales lax. 6.2 if NCC Group is required to perform any additional or extraordinary services as a result of being on Version 12A5.06 Agreement Number [ j LAMM CMS © NCC Group 1984-2009 USML Dep Ag Prom escrow agent including intervention in any litigation or proceeding other than a proceeding premised in whole or In part upon a breach by NCC Group of this agreement or other legal obligations to either or both Licensor or Licensee, NCC Group shall receive reasonable compensation for such services and be reimbursed for all costs incurred, including reasonable afiomey's tees. 6.3 NCC Group shall be entitled to review and vary Its standard fees and charges for its services under this Agreement from time to time but no more than once a year and only upon 45 days written notice to the parties. In no case shall the percentage fee Increase be greater than five percent (57.) in any one year period. 6.4 All Invoices are payable within 30 days from the date of Invoice. Interest shall accrue of the lesser of 1.5% per month or the maximum amount permitted by applicable law for any fees that are undisputed by the paying party and remain unpaid for more than 30 days past the due date of the applicable invoice. 6.5 In the event of a dispute made in good faith as to the amount of fees, the party responsible for payment agrees to remit payment on any undisputed amounts) in accordance with Clause 6.1 above. In such circumstances, the interest on the fees shall not accrue as to any disputed amounts unless not paid within 30 days after such dispute has been resolved by the parties. 6.6 NCC Group shall have no obligatlons under this Agreement until the initial Invoice has been paid in full, Release Procedures 7.1 Subject to: (1) the remaining provisions of this Clause 7 and JD) the receipt by NCC Group of the fees chargeable upon a release and any other fees and lnleresl (If any) outstanding under this Agreement, NCC Group will release the Escrow Material to a duty authorized representative of Licensee it any of the events listed of clause 7 of the Registration Agreement ("Release Oveni(sy j occur. 7.2 Licensee must notify NCC Group of the occurrence of a Release went specified in the Registration Agreement by delivering to NCC Group a notice in writing ("Noilce"j declaring that such Release Event has occurred and specifying Ilea Deposit Account(s) so affected, and selling out the facts and circumstances of the Release Event, that the License Agreement and any maintenance agreement, if relevant, for the Software was still valid and effective up to the occurrence of such Release Event and exhibiting such documentary evidence in support of the Notice as NCC Group shall reasonably require. 7.3 Upon receipt of a Notice from Licensee claiming that a Release Event has occurred: 7.3.1 NCC Group shall submit a copy of the Notice to Licensor (with a copy 'io the Licensee In order to acknowledge receipt of the Notice) by courier or other form of guoronleed delivery, and 7.3.2 unless wflhln 14 calendar days after the date of dispatch of the Notice by NCC Group, NCC Group receives a counter•notice In writing from Licensor slaiing that In their view no such Release Event has occurred or, if appropriate, that the event or circumstance giving rise to the Release Event has been rectified as shown by documentation In support thereof, NCC Group will release the Escrow Material 10 Licensee for ffs use for the Release Purposes, 7.4 Upon receipt of the counter -notice from Licensor under Clause 7.3.2, NCC Group shall send a copy of the counter -notice and any supporting evidence to Licensee (with a copy to Licensor In order to acknowledge receipt of The counter -notice) by courleror other form of guaranteed delivery. 7.5 Within 90 days of dispatch of the counter -notice by NCC Group, Licensee may give notice to NCC Group that theywish to Invoke the dispute resolution procedure under Clause S. Version 12.15.06 Agreement Number ens 0 NCC Group 1984-2009 USML Uep Ag Prem 7.4 It, Wlhin 90 days of dispatch of the counter-noffce by NCC Group to Licensee, NCC Group has not been informed by Licensee that they wish the dispute resolution procedure under Clause 8 to apply, the Notice submitted by licensee will be deemed to be no longer valid and licensee shall be deemed to have waived their right to release of the Escrow Material for the particular reason or event specified In the original Notice. In such c(rcumsiances, this Agreement shall continue in full force and effect. Disputes 8.1 Upon receipt of Licensee's notice requesting dispute resolution pursuant to Clause 7.5 above, NCC Group shall notify Licensor of the Licensee's request for dispute resolution. Licensor and Licensee shall submit their dispute to expedited binding arbilraflon In Santa Clara County, California under Commercial Arbitration Rules of the American Arbitration Association by one arbitrator oppoinfed by the sold rules. The decision of the arblfratorshall be final and binding upon the parties and enforceable In any court of competent jurisdiction, and a copy of such decision shall be delivered Immediately to Licensor, Licensee and NCC Group. The parties shall use their best efforts to commence the arbitration proceedings within 14 days following delivery of the counter -notice, The sole question to be determined by the arbitrator shall be whether or not there exlsfed a Release Event at the lime Licensee delivered the Notice to NCC Group. 8.2 If the arbitrator finds that a Release Event existed of the time of delivery of the Notice to NCC Group, NCC Group 19 hereby authorized to release and deliver the Escrow Material to the Licensee within 5 working days of the decision being notified by the arbitrator to the parties. If the arbllrafor finds to the contrary, then NCC Group shall not release the Escrow Material and shall continue to hold it in accordance with the terms of this Agreement. 8.3 The parties hereby agree that the costs and expenses of the arbitrator, the reasonable attorneys' fees and costs Incurred by the prevailing party In the arbitration and any costs Incurred by NCC Group In the arbitration shall be paid by the non•prevatling party. ConlIdenilality 9.1 The Escrow Material shall remain at all limes the confidential and Intellectual properly of Its owner. 9.2 In the event that NCC Group releases the Escrow Material to Licensee, Licensee shall be permitted to use the Escrow Material only for the Release Purposes, 9.3 Subject to Clause 9.4, NCC Group agrees to keep all confidential Information relating to the Escrow Material and/or the Software that comes Into Its possession or to Its knowledge under flits Agreement in strict confidence and secrecy. NCC Group further agrees not to make use of such Information and/or documentation other than for the purposes at this Agreement and, unless the parties should agree otherwise in vatting and subject to Crouse 9.4, will not disclose or release it other than In accordance with the terms of this Agreement. 9.4 NCC Group may release the Escrow Maledol to the extent that It Is required by applicable federal, state or local law, regulation, court order, judgment, decree or other legal process, provided that NCC Group has notified Licensor and Licensee prior to such required release, has given Licensor and/or Licensee an opportunity to contest (at their own expense) such required release, within the time parameters mandated by such applicable regulation, court order, judgment, decree or other legal process. NCC Group is hereby expressly authorized in Its sole discretion to obey and comply with all orders, judgments, decrees so entered or issued by any court, without the necessity of Inquiring as to the validity of such order, judgment or decree, or the court's underlying jurisdiction. Where NCC Group obeys or complies with any such order, judgment or decree, NCC Group shall not be liable to Licensee, Licensor or any third party by reason of such compliance, notwithstanding that such order, judgment or decree may subsequently be reversed, modlfied orvacoted. 9.5 Any request by a Licensee under clause 11.3 for a full Verification shall not be disclosed to any other Licensees) except as the requesting Licensee agrees. 10 intellectual Property Rights 10.1 The release of the Escrow Material to Licensee will not act as on assignment of any Intellectual Property Rights that Licensor or any thud party possesses to the Escrow Material. However, upon deposit of the Escrow Material, the title to the media upon which the Escrow Matedol Is deposited ("Media") is transferred to NCC Group. Upon dellvery of the Escrow Material back to Licensor, the title to the Media shall transfer back to the Licensor. If the Escrow Material Is released to the licensee, the title to the Media shall transfer to flee Licensee. Version 12.15,06 Agreement Number 4�kr © NCC Group 1984-2009 USML Dep Ag Prem 10.2 The Intellecfuol Properly Rights In the Integrity Testing reporl and any Full Verification report shall remain vested in NCC Group. Licensor and licensee shalt each be granted a non-exciuslve right and license to use the Infegrity Tesling report for the purposes of this Agreement and their own Internal purposes only. Licensor and the porly who commissioned the Full Verification shall each be granted a non-exclusive right and license to use 1110 Full Verification report for the purposes of this Agreement and their own Internal purposes only. Integrlty Testing and full Verification 11.1 NCC Group shall bear no obligation or responsibility to any party to this Agreement or person, firm, company or entity whatsoever to determine the existence, relevance, completeness, accuracy, operation, effectiveness, functionality or any other aspect of the Escrow Material received by NCC Group under this Agreement, 11,2 As soon as practicable after the Escrow Material has been deposited with NCC Group, NCC Group sholl apply Its Integ6ly Testing processes to the Escrow Material. 11,3 Should the Escrow Material deposited fail to satisfy NCC Group's Integrity Testing under Clause 11.2, Licensor shall, within 14 days of the receipt of the notice of test fatfure from NCC Group, deposit such new, corrected or revised Escrow Material as shall be necessary to ensure Its compliance with Its warranties and obligations in Clause 3. If Licensor fails to make such deposit of the new, corrected or revised Escrow Material, NCC Group wilt issue a report to Licensee (with a copy to Licensor) detailing the problem with the Escrow Material as revealed by the relevant tests. 12 NCC Group's Liability 12.1 Nothing in this Clause 12 excludes or ilmlis the liability of NCC Group for gross negligence or Intentional misconduct. 12.2 Subject to Clause 12.1, NCC Group shall not be liable for: 12.2.1 a ny loss or damage caused to either Licensor or Licensee except to the extent that such toss or damage is caused by the negligent acts or omissions of or a breach of any contractual duty by NCC Group, its employees, agents or sub•confracfors, and in such event, NCC Group's total itabilltywlth regard to all claims arising under or by virtue of this Agreement or in connection with the performance or contemplated performance of this Agreement, shall not exceed the sum of $100,000 (one hundred thousand US dollars); and 12.2.2 any special, indirect, incidental or consequential damages whatsoever. 12.3 NCC Group shall not be responsible in any manner whatsoever for any failure or Inability of Licensor or Licensee to perform or complywilh any provision of this Agreement. 12.4 NCC Group shall not be liable In any way to Licensor or Licensee for acting to accordance with the terms of this Agreement and specifically (wilhoul limltalton) for acling upon any notice, written request, waiver, consent, receipt, statutory declaration or any other document furnished to It pursuant to and in accordance with this Agreement. 12.5 NCC Group shalt not be required to make any investigation Into, and shall be entitled In good faith wlihoul Incurring any liability to Licensor or Licensee to assume (without requesting evidence thereof) the validity, authenticity, veracity and due and authorized execution of any documents, written requests, waivers, consents, receipts, statutory declarations or notices received by it In respect of this Agreement. 13 indemnity Licensor agrees to defend and Indemnify NCC Group and to hold NCC Group harmless from and against any claims, suits or other proceedings, actions, losses, costs, liabilities or expenses Incurred In connection with the defense thereof (including reasonable attorney's fees), in each cosewhich maybe Imposed on, orincurred by or asserted against NCC Group In any way arising out of or refacing to this Agreement, provided thof Licensor shall not be liable for that portion of any such indemnification amount resulting from NCC Group's negligence or intentional misconduct. 14 Term and Termination 14.1 This Agreement and any Deposit Account Agreement shali continue until terminated In accordance with this Clause 14. 14.2 If Licensor or Licensee, as the case maybe, falls to pay an invoice addressed to It for services under this Agreement and/or any Deposit Account Agreement wfthln 30 days of its Issue, NCC Group reserves the right to give that party written notice to pay the outstanding invoice within 30 days. if Licensor has not paid its invoice by the expiry of the 30 day notice period, NCC Group will give Llcensee(s) a period of Version 12.15.06 Agreement Number Cyr f © NCC Group 1984.2009 USML Dap Ag Prem 30 days to pay Licensor's Invoice. if Licensor or Licensee (as appropriate) has not paid its invoice after being given notice In accordance with this Clause, NCC Group shall have the right to terminate this Agreement, the relevant Deposit Account Agreement or the registration of Licensee (as appropriate) without further notice. Any amounts owed by Licensor but paid by Licensee's) wig be recoverable by Licensees) direct from Licensor as a debt and, If requested, NCC Group shall provide appropriate documentation to assist in such recovery. 14.3 Upon terminoltan of fills Agreement and/or a Deposit Account Agreement in their entirety under the provisions of Clause 14.2, for 30 days from the dale of termination NCC Group v4II matte the Escrow Material available for colfechon by Licensor or ifs agents from the premises of NCC Group during office hours. After such 30 day period NCC Group has the authority to destroy the Escrow Material. 14.4 1t required fees are not paid by Licensor and/or Licensee as provided herein, NCC Group may resign as Escrow Agent hereunder and terminate this Agreement and/or a Deposit Account Agreement(s) by giving sixty (60) days written notice to Licensor and Licensee(s). to the event that this Agreement and/or a Deposit Account Agreement is terminated in its entirely, Licensor and Licensee(s) shall appoint a mutually acceptable new cusfodion on similar terms and conditions to those contained herein. If a new custodian 1s not appointed within 14 days of delivery of such notice, Licensor or Licensee(s) shall be entitled to request the American Arbitration Association to appoint a suitable new custodian upon terms and conditions consistent with those to this Agreement. Such appointment shall be final and binding on Licensor and Licensee's). If NCC Group Is notified of Ilia new custodian within the notice period, NCC Group will forlhwilh delver the Escrow Material to the new custodian. if NCC Group Is not notified of the new custodian within the notice period and This Agreement and/or a Deposit Account Agreement has been terminated in its entirely, NCC Group will return the Escrow Material to Licensor. 14.5 Licensee may terminate any and all Deposit Account Agreements in respect of Itself only at any time by giving sixty (60) days priorwrilten notice to NCC Group. 14.6 It the License Agreement wilh a Licensee has expired or has been lawfully terminated, then Licensee shag give notice to NCC Group wilhln 14 days Thereof to terminate its interest under ilia relevant Deposit Account Agreement(s), falling which, Licensor shall be entitled to give wMlen notice to NCC Group to terminate the relevant Licensee's Interests under the relevant Deposit Account Agreement(s). Upon receipt of such a notice from Licensor, NCC Group shall notify Licensee of Licensor's notice to terminate. Unless within 30 days of NCC Group giving such notice to Licensee, NCC Group receives a counter -notice from Licensee disputing the termination of the License Agreement, then Licensee shall be deemed to have consented to such termination and Licensee's rights under the relevant Deposit Account Agreement shall immediately automatically terminate. Any disputes arising under this Clause shall be dealt with in accordance with the dispute resolution procedure in Clouse 6. Upon termination of ail registered Licensees under a Deposit Account Agreement under this Clause, NCC Group shall return the Escrow Material to Licensor. 14.7 Subject to Clause t4.6, Licensor may only terminate the interests of any Licensee under a Deposit Account Agreement with Ilia written consent of Ilia[ Licensee. 14.8 Subject to Clause 14.6, Licensor may only terminate this Agreement or a Deposit Account Agreement In Its entirety with the written consent of all Licensees. 14.9 A Deposit Account Agreement shall automatically Immediately terminate In respect of a Licensee upon release of the Escrow Material to that Licensee in accordance wllh Clause 7. 14.10 If this Agreement or a Deposit Account Agreement is superseded and replaced by a new agreement in respect of the Escrow Material, flits Agreement and/or the relevant Deposit Account Agreement shall, upon the coming into force of the new agreement in respect of a Licensee, outomalically terminate in respect of that Licensee, When this Agreement and/or a Deposit Account Agreement has been terminated in respect of all Licensees who are registered under if, it shall immediately terminate In its entirely. The relevant party or parties shag request NCC Group to either transfer the Escrow Material to the new agreement or ask Licensor under the new agreement to deposit new material. it new material Is deposited, upon Its receipt, NCC Group shall, unless otherwise instructed, destroy the Escrow Material. version 1245,06 Agreement Number e4- ® NCC Group 1984-2009 USML Dap Ag Prom 14.11 The termination of this Agreement and/ora Deposit Account Agreement in respect of a licensee shall be without prejudice to the continuation of this Agreement and/or the Deposit Account Agreement to respect of any other Licensees. 14.12 if any terminations of Licensees' interests under this Agreement and/or a Deposit Account Agreement result In there being no Licensees registered under this Agreement and/or the Deposit Account Agreement, unless otherwise Instructed by Licensor, this Agreement and/or the Deposit Account Agreement wilt continue and the Escrow Material will be retained by NCC Group pending registration of other Licensees. 14.13 The provisions of Clauses 1, 4.2, 6, 9, 10, 11.1, 12, 13, 14.13 to 14.15 (inclusive) and 15 shall continue in full force after termination of this Agreement. 14.14 On and after termination of this Agreement and/or a Deposit Account Agreement, Licensor and/or Licensees) (as appropriate) shall remoln liable to NCC Group for payment in full of any fees and interest which have become due but which have not been paid as at the date of termination. 14.15 The termination of this Agreement and/or a Deposit Account Agreement, however arising, shall be without prejudice to the rights accrued to file parties prior to termination, 15 General 15.1 licensor and Licensee(s) shalt notify NCC Group and each other In a timely manner, but in any case no more than sixty (60) days of any of the following; 15.1.1 a change of its name, principat office, contact address or other contact details; and 15.1.2 any material change in Its circumstances that may affect the validity or operation of this Agreement or a Deposit Account Agreement. 15.2 This Agreement shall be deemed entered into in California and will be governed by and construed according to the laws of the state of California, excluding that body of law known as conflict of taw. The parties agree that any dispute arising under this Agreement will be resolved in the state or federal courts In Santa Clara County, California and the parties hereby expressly consent to the Jurisdiction thereof. 15.3 This Agreement, file relevant Deposit Account Agreement together with, In respect of each Licensee, their Registration Agreement represents the whole agreement retailing to the escrow arrangements between NCC Group, Licensor and that Licensee for the Software and shall supersede all prior agreements, discussions, arrangements, representations, negotfatfons and undertakings. In the event of any conflict between these documents, the terms of flits Agreement shall prevail, 15.4 Unless file provisions of this Agreement otherwise provide, any notice or other communication required or permitted to be given or made in veiling hereunder shall be validly given or made If delivered by hand or courier or if dispatched by cerillied or registered mail (airmail if overseas) addressed to the address specified for the parties in this Agreement or their Registration Agreement (or such other address as may be notilied to the parties from time to lime) or if sent by facsimile message to such facsimile number as has been notified to the parties from time to time and shall be deemed to have been received: (1) if delivered by hand or coulter, at the time of delivery; (11) if sent by cerilfied or registered mail (airmail If overseas), 3 business days after posting (6 days if sent by airmail); (iQ if sent by facsimile, at the time of completion of the transmission of file facsimile with facsimile machine confirmation of transmission to the correct facsimile number of all pages of the notice. 15.6 Except where Licensor or Licensee merges, is acquired or has substantially all of Its assets acquired and the new entity or acquirer agrees to assume all of their obligations and liabilities under this Agreement and file relevant Deposit Account Agreement, Licensor and Licensee shalt not assign, transfer or subconfraci this Agreement or any rights or obligations hereunder without the prior written consent of the other parties. 15.6 NCC Group shall be entitled to transfer or assign flits Agreement with written consent from Licensor and all licensees. 15.7 This Agreement shaft be binding upon and survive for the benefit of the successors In title and permitted assigns of the parties. Version 12,15.06 Agreement Humber [ J LiM— IV ckS O NCC Group 1984-2009 USML Dep AS Prem 15.8 It any provision of this Agreement Is declored too broad in any respect to permit enforcement to its full extent, the parties agree that such provision shall be enforced to the maximum extent permitted by law and that such provision shall be deemed to be varied accordingly. If any provision of this Agreement Is found by any court, tribunal or administrative body of competent Jurisdiction to be wholly or partly Illegal, invalid, void, or unenforceable, it shall, to the extent of such Illegality, invalidity or unenforceabliliy, be deemed severable and the remaining part of the provision and the rest of the provisions of Ibis Agreement shall continue in full force and effect. 15.9 Save as expressly provided in this Agreement, no amendment or variation of this Agreement or a Deposit Account Agreement shall be effective unless In writing and stoned by a duly authorized representative of each of the parties to it. 15.10 The parties shall not be liable to each other or be deemed to be In breach of Ibis Agreement by reason of any delay in performing, or failure to perform, any of !heir obligations under Ibis Agreement if the delay or failure was for a reason beyond that parry's reasonable control (including, without limitolion, fire, flood, explosion, epidemic, riot, civil commollon, any strike, lockout or other Industrial action, act of God, war or warlike hostiNltes or threat of war, terrorist activities, occidenlat or maliclous damage, or any prohibition or restriction by any governments or other legal authority which affects this Agreement and which is not in force on the date of this Agreement). A party claiming to be unable to perform Its obligations under this Agreement (either on time or at all) In any of the circumstances set out above must nollfy the other parties of the nature and extent of the circumstances In question as soon as practicable. if such circumstances continue for more than six months, any of the other ponies shall be entitled to terminate this Agreement by giving one month's noltce in writing. 15.11 No waiver by any party of.ony breach of any provisions of this Agreement shall be deemed to be la waiver of any subsequent or other breach and, subject to Clause 74 no failuro to exercise or delay In exercising onydghl or remedy under this Agreement shall constitute a waiver thereof. 15.12 This Agreement may be executed in any number of counterparts and by different poriies in separate counterparts. Each counterporl when so executed shall be deemed to be an origin! and all of which together shall constitute one and the some agreement, Signed for and on behalf of ACCEIA, INC. Nome; AWN ... l^.N .............................. �....,...... . j................................. .,..1:... Position: ,.t4sST--�CPRI— - ..W.Mey......................) (AulhodzedSignotory) Signed for and J�onnbehalf of NCC(/GROUP, INC. Nome: ........ l.V..u4f.. w........ ovis........................ j......,..............' .--!. Lc�4.. Z.LEI ,.................,.......... ?�f �1 Position:...,..... Qpmvh,.on: ...... Oaany�,�.. ). (Authorized Signatory) Version 12.16.06 10 Agreement Number O NCC Group 1984-2009 Schedule 1 [Dgposit For �_�ESCROW MATERIALS DEPOSiTFORM: Escrow Account dumber: [Agreement Numberl _Product Name: [Software Name) Date: DEPOSITOR DETAILS USMI. Dep Ag Prem assure • secure • advise Company Name: Acceta, inc. Technical Conical Colin Samuels Address: 2433 Comino Ramon Slgnalure: Svite 120 Position: Assistant General Counsel Bishop Ranch 3 San Ramon CA 94583 Telephone No: 925,659.3297 Hmatl Address: Csamuels@accela.Com MATERIAL DETAILS Media Type (e.g. Disc, Tape elc. Number of media Ilems Name of Software Version/Release Hordcopy Documents lease supply details): Soficopy Documents tpeO:e vebcotiononmedto,v.g.�docs\bvkl): Approxlmale size of the data on the media in megabytes? ( i The following informailon MUSTbe provided for NCC Group to accept the deposit of escrow material: If this is your Initlal/first deposit, please Ilif in Section 1, If this Is your second or subsequent deposit (I.e. a replacement/update) please fill in Section 2. Inlllal Deposif (first Deposit) - Is this a complete deposit? ❑ YES ONO 11 NO, please Indicate when the rest of the deposit will be sent S_S_ flQ,2 Deposit Updates/Replacemonis-- Is the deposit a comptefe replacement of any of the previous deposits? ❑ YES ❑ NO 11 YES, would you like the past deposif(s) to be: ❑ RETAINED ❑ RETURNED ❑ DESTROYED *For returns and destroys, please specify which deposit($) this applies to by reference to the month and year of delivery to NCC Group (Tick `ALL' It off previous deposits): ❑ All ❑ SPECIFIC DEPOSIT(S): Version 12.15,06 Agreement Number j ) L '��'\q 11 CAS Appendix 1 Template Deposit Account Agreement Agreement dated: Between: (1) Accela, Inc. whose principal office is at 2633 Camino Ramon, Suite 120, Bishop Ranch 3, San Ramon, California 94583 ("Licensor"); and (2) NCC Group, Inc. a corporation organized and existing under the laws of Virginia with its principal office at 1731 Technology Drive, Suite 880, San Jose, California 95110, USA ("NCC Group"). Agreement: In consideration of the mutual obligations and undertakings contained in the multi licensee deposit account software escrow agreement number 43316 dated May 22, 2009 ("Agreement") between the Licensor and NCC Group, the parties to this agreement agree as follows: 1 This agreement is a Deposit Account Agreement (as defined in the Agreement). 2 This Deposit Account Agreement is supplemental to and governed by the terms and conditions of the Agreement. 3 This Deposit Account Agreement relates to the Escrow Material as defined in the Agreement and as described in Schedule 1 below. 4 NCC Group's fees are payable as set out in the Letter of Intent between the parties. Schedule 1 Products Deposit Box # Accela Automation 43317 Accela Wireless 43318 Accela Citizen Access 43319 Accela IVR 43320 Accela GIS 43321 Accela Permits Plus 43988 M Acceia Better government through crvrc engagernent Bill To: City of Huntington Beach 2000 Main St Huntington Beach, CA 92648 Payment Terms & Conditions Payment Term: Net 30 PO Required: PO Number: Billing Method: Attn:SOF Number: Date: April 28, 2016 Customer: Subscription Agreement: CGA Subscription Terms and Conditions 052014 (Attached) Proposed By: Ship To: City of Huntington Beach 2000 Main St Huntington Beach, CA 92648 Billing: Service Start Date:POD Service End Date: No. of Annual Terms:10 Other Terms & Conditions The below fees are based on an annual Subscription. Payment obligations hereunder are non -cancelable and any sums when paid shall be non-refundable. • Customer will be responsible for payment or reimbursement to Accela, Inc. any and all federal, state, provincial and local taxes and duties that are applicable, except those based on Accela's net income. • If the Customer requires additional on -site assistance, a separate estimate and Statement of Work will be provided. • Annual Subscription fees do not include hardware or equipment. Please contact your selected hardware vendor for additional hardware or software costs. • Unless Customer provides written notice of cancellation 60 days prior to the end of each term, the Service will automatically renew annually on the anniversary date and Customer may continue the Service by paying the annual Subscription fees : Annual fee increases for renewal years 1 through 3 will not exceed _2_%. For years 3-5 3% and years 6- 10 4%. • Quote valid for 60 days from April 1, 2016 • CitiGovApp Subscription Terms and Conditions Applicabe. Alternative Terms Disclaimed The parties expressly disclaim any alternative terms and conditions accompanying drafts and/or purchase orders issued by Customer. HB FireApp PART # PRODUCT NAME QT UNIT EXTENDED DISCOUN NET PRICE SSCFD1PF3063P 01 CGAFD Inspector -Single Mobile Platform T3 150K+ 1 US D USD 11,868.00 0.000 USD 11,868.00 Subtotal USD 11,868.00 Appendix 2 Registration Agreement NOTE: A COPY OF THIS REGISTRATION AGREEMENT MUST BE DULY SIGNED BY AN AUTHORIZED SIGNATORY AND RETURNED TO NCC GROUP ESCROW ASSOCIATES LLC BEFORE A LICENSEE CAN CLAIM PROTECTION UNDER THE RELEVANT DEPOSIT ACCOUNT. Agreement between: (1) Accela, Inc. whose principal office is at 2633 Camino Ramon, Suite 500, Bishop Ranch 3, San Ramon, California 94583 ("Licensor"); h (2) NCC Groups �n1G• a corporation organized and existing under the laws of Virginia with its principal office of 123 Mission Street, Suite 1020, San Francisco, California 94105, USA ("NCC Group"); and (3) Licensee's Name: City of Huntington Beach, whose principal office is at 2000 Main Street, Huntington Beach California 94628, attention: ("Licensee"); Agreement: 1. This registration agreement ("Registration Agreement") is supplemental to the terms and conditions of the multi CA � licensee deposit account software escrow agreement number 43316 dated May 22, 2009("Escrow A ree tRi Zep�j and the Deposit Account Agreement(s) (as defined in the Escrow Agreement) number(s) 43317 Accela Land Management and Licensing & Case Management), 43319(Accela Citizen Access), 46254 (Accela Mobile C-A Office), and 43321 (Accela GIS) dated "4G '^� p -- �'1 �t 2), 2Q10 ,,,��<.,,,9, both bewwee Licensor and NCC Group. Au QU"22ilitt^pp,� d JW1l.Z2r,L00,1I 2. This Registration Agreement, the Escrow Agreement nt Deposit Accour�nt Agreemenf(s) together shall form a binding agreement between Licensor, NCC Group and Licensee in accordance with the terms of the Escrow Agreement. 3. Licensee agrees to defend and Indemnify NCC Group and to hold NCC Group harmless from and against any claims, suits or other proceedings, actions, losses, costs, liabilities or expenses Incurred in connection with the defense thereof (including reasonable attorney's fees), in each case which may be imposed on, or incurred by or asserted against NCC Group In any way arising out of or relating to this Agreement, provided that Licensee shall not be liable for that portion of any such indemnification amount resulting from NCC Group's gross negligence or intentional misconduct. 4. Licensee hereby agrees to take the benefit of, agrees and undertakes to perform Its obligations under and be bound by the terms and conditions of the Escrow Agreement, including the payment obligations defined below, as though they were a party to the Escrow Agreement and the Deposit Account Agreement and named therein as a Licensee. 5. Licensor and Licensee agree to compensate NCC Group for ifs services pursuant to this agreement according to the schedule following: J� _ rWT •yam`, t'`.~ •ti `4 i ® d Nil t @ _ 100% Licensee Registration Fee (per Individual Licensee registered, payable $750.00 upon registration and upon the escrow account's anniversary every year thereafter) i2''..; Release Fee (plus NCC Group's reasonable expenses) $515.00 Nil 10070 3=: Termination Fee $75.00 Nit 100% rvuc Group snaii be entitied to review and vary Its standard fees and charges for Its services under this Agreement from time to time but no more than once a year and only upon 45 days written notice to the parties. 6. This Registration Agreement shall take effect when NCC Group has registered Licensee as a party to the relevant Deposit Account Agreement. 7. The Release Events for the undersigned Licensee are as follows: (1) a receiver, trustee, or similar officer is appointed for the business or property of Licensor; or (11) Licensor Ales a petition in bankruptcy, files a petition seeking any reorganization (without confirming in writing to Licensee within fen (10) business days, if requested to do so by Licensee, that if will continue to maintain the Software in accordance with the terms of the License Agreement or any applicable maintenance agreement), makes an arrangement, composition, or similar relief under any law regarding insolvency or relief for debtors, or makes an assignment for the benefit of creditors; or © NCC Group 1984.2009 USML Dep AS Prem (ill( any involuntary petition or proceeding under bankruptcy or Insolvency laws Is instituted against Licensor and not stayed, enjoined, or discharged within 60 days; or Licensor takes any corporate action authorizing any of the foregoing; or any similar or analogous proceedings or event to those in Clauses 7.1.1 to 7.1.3 above occurs in respect of Licensor within any jurisdiction outside the USA; or (VI) Licensor ceases to carry on its business or the part of Its business which relates to the Software. Signed for and on behalf of the CITY OF IIUNTINGTON BEACH i O i Name:�)) �.. �.. .. '?.t'..h.2.. ...... }�.. �(,i'a.................. � ... •: .-��c-,... ................. ....... Position:,.. .,,,.........(..��................................. (Authorized Signatory) Date: ........:-/.. It ... ,..: ...It .................................... 1 Signed ford/Alanbehalf of ACELA, INC. Name: .......................................................... /,/ c-y- ) ..� ............5.!-�.................................................. Position:.�11yy�+,7... t..t �%/t� �t., � �? .1� ) (Authorized Signatory) Date: .ze.. 4y �1�7..................... Signed for and on behalf of NCC GROU Name: ............................CM0+r<ASh re .................... �a �...................... . .............GUI,........................,...................... SetliOi�-- �' UI25C( Position:(................................................................................ : (Authorized Signatory) Date: .,...:�........ ..�........ Version 12.15.06 2 Agreement Number 43316 ATTACHMENT #5 ACCELA, Inc. By Vice Preside / Asst. Corp. Secretary Dated / 45'* Y "W ip Fax: Attn. of Contracts Administration at (925) 407-2722. Email: contractsadmin@accela.com Mail To: Accela, Inc. 2633 Camino Ramon, Suite 500, Bishop Ranch 3, San Ramon, CA 94583 CITY OF HUNTINGTON BEACH s " 1,0 INITIATED AND APPROV D: VDirector of Information Services REVI jAFJ0 APPROVED: C CITYGOVAPP SUBSCRIPTION TERMS AND CONDITIONS Version 052014 1. These Subscription Terms and Conditions ("Terms") govern the use of the products offered by CityGovApp Inc., ("CityGovApp" with its principal place of business located at 440 North Wolfe Rd, Sunnyvale, CA 94703, and its Customer, as identied in an executed Order for products. 2. These Subscription Terms and Conditions ("Terms") are effective upon execution of the Order by Customer and are for the exclusive benefit of the Parties. Nothing herein will be construed to create any benefits, rights, or responsibilities in any other parties. "Customer" refers to the subscribing customer designated on the attached Order. "Provider" shall mean CityGovApp or, where Customer has purchased from an authorized CityGovApp Reseller, the CityGovApp authorized Reseller. 3. Customer's subscription term commences on the commencement date listed on the Order. Said date is Customer's "Service Date" for purposes of designating the start of any subscription term. 4. Subscription terms are twelve (12) calendar months in duration. At the end of Customer's subscription term or, if a multi -term subscription is indicated on the Order, the last of Customer's subscription terms, Customer's subscription will renew for an additional term. The per -unit pricing during said additional term will be the same as the prior term's annual fees unless Provider notifies Customer otherwise not less than sixty (60) calendar days prior to the end of said prior term. Any price increase will be effective at the start of the renewal term. Customer may opt -out from said automatic renewal by providing written notice to Provider not less than sixty (60) calendar days prior to the Service Date anniversary which begins the renewal term. 5. In exchange for its use of the Subscribed Services, Customer will pay the amounts indicated in the Order. Said amounts are based on services purchased and not actual usage; payment obligations are non -cancelable and fees paid are non-refundable, except as otherwise specifically -provided herein. Unless otherwise stated, such fees do not include any taxes, levies, duties or * similar governmental assessments of any nature, including but not limited to value-added, sales, use or withholding taxes, assessable by any local, state, provincial, federal or foreign jurisdiction ("Taxes"). Customer is responsible for paying all Taxes associated with its purchases hereunder. If Provider has the legal obligation to pay or collect Taxes for which Customer is responsible, the appropriate amount will be invoiced to and paid by Customer, unless Provider is provided with a valid tax exemption certificate authorized by the appropriate taxing authority. Provider is solely responsible for taxes assessable against it based on its income, property and employees. 6. The Subscribed Services are protected under the laws of the United States and the individual states and by international treaty provisions. CityGovApp retains full ownership in the Subscribed Services and grants to Customer a limited, nonexclusive, nontransferable right to use the Subscribed Services, subject to the following terms and conditions: a) The Subscribed Services are provided for use only by Customer employees and to the extent of their duties for Customer, Customer's agents, contractors and officials; b) Customer may not make any form of derivative work from the Subscribed Services, although Customer is permitted to develop additional or alternative functionality for the Software using tools and/or techniques provided to Customer by CityGovApp; c) Customer may not obscure, alter, or remove any confidentiality or proprietary rights notices; d) Customer may use the Subscribed Services only to process transactions relating to properties within both its own geographical and political boundaries and may not sell, rent, assign, lend, or share any of its rights hereunder; e) Customer is responsible for all activities conducted using its user credentials and for its users' compliance with the provisions of these Teems; and f) All rights not expressly granted to Customer are retained by CityGovApp. CityGovApp will make the Subscribed Services available to Customer pursuant to these Terms during a subscription term. Customer agrees that its purchases hereunder are neither contingent on the delivery of any future functionality or features nor dependent on any oral or written public comments made by CityGovApp regarding future functionality or features. 7. CityGovApp warrants that it has full power and authority to agree to these Terms and that, as of the effective date hereof, the Subscribed Services do not infringe on any existing intellectual property rights of any third party. If a third party claims that the Subscribed Services do infringe, CityGovApp may, at its sole option, secure for Customer the right to continue using the Subscribed Services or modify the Subscribed Services so that these do not infringe. CityGovApp will have the sole right to conduct the defense and will defend any legal action and conduct all negotiations for its settlement or compromise. 8. CityGovApp has no obligation for any claim based upon a modified version of the Subscribed Services, where such modifications were not made or authorized by CityGovApp or the combination or operation of the Subscribed Services with any product, data, or apparatus not provided by CityGovApp. CityGovApp provides no warranty whatsoever for any third -party hardware or software products. Except as expressly set forth herein, CityGovApp disclaims any and all express and implied warranties, including but not limited to warranties of merchantability and fitness for a particular purpose. 11. In support of the Subscribed Services, CityGovApp will provide Customer with a) a telephone number to contact live technical support, which is available from 4:00 a.m. until 6:00 p.m. Pacific time Monday through Friday, excluding CityGovApp's observed holidays; b) one or more electronic mail addresses to which Customer may submit routine or non -critical support requests, which CityGovApp will address during its regular business hours; and c) access to archived software updates and other technical information in CityGovApp's online support databases, which are continuously available. Where support is needed to address non-functioning or seriously impaired Services and there is no reasonable workaround available, CityGovApp will promptly respond to the support request and use commercially reasonable efforts to provide updates toward resolution of the issue. CityGovApp maintenance includes the following services: App store administration • Prepare and submit app for app store approval Manage all correspondence with the app store administration Make necessary changes to ensure that the app is approved Manage and modify app description and key -word search options OS updates (iOS, Android, Windows) • Update the app to ensure it works with the new OS releases/patches from Apples, Android and Windows • Test the app to make sure it works with the new OS releases/patches New hardware releases • Update the user -interface and graphics to work with changes in screen sizes Bug Fixes Fix any software bugs that are discovered after the release Accela API Updates • Update the app to ensure it works with the new releases of API from Accela Customer/End-User Support • Manage all support email from end -users and forward them to the appropriate channels defined by the agency Agency Technical Support Support for functionality, back -end integration and usability of the app. Maximum of 10 hours per month. Additional time will be charged at $75-$100 per hour,.depending on resources required. 12. The following are not covered by these Terms, but may be separately available at rates and on terms which may vary from those described herein: a) Services required due to misuse of the Subscribed Services; b) Services required by Customer to be performed by CityGovApp outside of it's usual working hours; c) Services required due to external factors including, but not necessarily limited to, Customer's use of software or hardware not authorized by CityGovApp; or d) Services required to resolve or work -around conditions which cannot be reproduced in CityGovApp's support environment. 13. Customer warrants that it owns or has been authorized to provide the data to CityGovApp. Customer retains full ownership of said data and grants to CityGovApp a limited, nonexclusive, nontransferable license to use said data only to perform CityGovApp's obligations in accordance with these Terms. 14. Customer acknowledges that transmissions and processing of Customer's electronic communications are fundamental to Customer's use of the Subscribed Services. Customer further acknowledges that portions of such transmissions and processing may occur within various computer networks not owned or operated by CityGovApp. Customer agrees that CityGovApp is not responsible for any delays, losses, alterations, interceptions, or storage of its electronic communications which occur in computer networks not owned or operated by CityGovApp. 15. Either party may end Customer's access to the Subscribed Services if the other materially breaches these Terms and, after receiving a written notice describing the circumstances of the default, fails to correct the breach within thirty (30) calendar days. Upon any termination for cause by Customer, CityGovApp will refund any prepaid subscription fees covering the remainder of the subscription term after the effective date of termination. 16. "Disclosing Party" and "Recipient" refer respectively to the party which discloses information and the party to which information is disclosed in a given exchange. Either CityGovApp or Customer may be deemed Disclosing Party or Recipient depending on the circumstances of a particular communication or transfer of information. "Confidential Information" means all disclosed information relating in whole or in part to non-public data, proprietary data compilations, computer source codes, compiled or object codes, scripted programming statements, byte codes, or data codes, entity -relation or workflow diagrams, financial records or information, client records or information, organizational or personnel information, business plans, or works -in -progress, even where such works, when completed, would not necessarily comprise Confidential Information. The foregoing listing is not intended by the Parties to be comprehensive, and any information which Disclosing Party marks or otherwise designates as "Confidential" or "Proprietary" will be deemed and treated as Confidential Information. Information which qualifies as "Confidential Information" may be presented to Recipient in oral, written, graphic, and/or machine- readable formats. Regardless of presentation format, such information will be deemed and treated as Confidential Information. Notwithstanding, the following specific classes of information are not "Confidential Information" within the meaning of this Section: a) information which is in Recipient's possession prior to disclosure by Disclosing Party; b) information which is available to Recipient from a third party without violation of this Section or Disclosing Party's intellectual property rights; c) information which is in the public domain at the time of disclosure by Disclosing Party, or which enters the public domain from a source other than Recipient after disclosure by Disclosing Party; d) information which is subpoenaed by governmental or judicial authority; and e) information subject to disclosure pursuant to a state's public records laws. Recipient will protect the confidentiality of Confidential Information using the same degree of care that it uses to protect its own information of similar importance, but will in any case use no less than a reasonable degree of care to protect Confidential Information. Recipient will not directly or indirectly disclose Confidential Information or any part thereof to any third party without Disclosing Party's advance express written authorization to do so. Recipient may disclose Confidential Information only to its employees or agents under its control and direction in the normal course of its business and only on a need -to -know basis. In responding to a request for Confidential Information, Recipient will cooperate with Disclosing Party, in a timely fashion and in a manner not inconsistent with applicable laws, to protect the Confidential Information to the fullest extent possible. 17. Neither party will be liable to the other for special, indirect or consequential damages incurred or suffered by the other arising as a result of or related to the performance of CityGovApp's Work, whether in contract, tort, or otherwise, even if the other has been advised of the possibility of such loss or damages. Client will indemnify and hold CityGovApp harmless against any claims incurred by CityGovApp arising out of or in conjunction with Client's breach of this Agreement, as well as all reasonable costs, expenses and attorneys' fees incurred therein. CityGovApp's total liability under this Agreement with respect to the Work, regardless of cause or theory of recovery, will not exceed the total amount of fees paid by Client to CityGovApp during the six (6) month period prior to the date the claim arises. CityGovApp will at all times during the agreement, maintain insurance coverage appropriate to the use of its products and its responsiblities hereunder. 18. The performance by CityGovApp of its duties and obligations under this Agreement will be that of an independent contractor, and nothing in this Agreement will create or imply an agency relationship between CityGovApp and Client, nor will this Agreement be deemed to constitute a joint venture or partnership between the parties. 19. Any dispute arising under this Agreement will be subject to binding arbitration by a single Arbitrator with the American Arbitration Association (AAA), in accordance with its relevant industry rules, if any. The parties agree that this Agreement will be governed by and construed and interpreted in accordance with the laws of the State of California. The Arbitrator will have the authority to grant injunctive relief and specific performance to enforce the terms of this Agreement. Judgment on any award rendered by the Arbitrator may be entered in any Court of competent jurisdiction. 20. If any litigation or arbitration is necessary to enforce the terms of this Agreement, the prevailing party will be entitled to reasonable attorneys' fees and costs. 21. If any term of this Agreement is found to be unenforceable or contrary to law, it will be modified to the least extent necessary to make it enforceable, and the remaining portions of this Agreement will remain in full force and effect. 22. Neither party will be held responsible for any delay or failure in performance of any part of this Agreement to the extent that such delay is caused by events or circumstances beyond the delayed party's reasonable control. 23. The waiver by any party of any breach of covenant will not be construed to be a waiver of any succeeding breach or any other covenant. All waivers must be in writing, and signed by the party waiving its rights. This Agreement may be modified only by a written instrument executed by authorized representatives of the parties hereto. 24. This Agreement together with any attachments referred to herein constitute the entire agreement between the parties with.respect to its subject matter, and supersedes all prior agreements, proposals, negotiations, representations or communications relating to the subject matter. Both parties acknowledge that they have not been induced to enter into this Agreement by any representations or promises not specifically stated herein. 25. The Parties expressly disclaim any alternate terms and conditions accompanying drafts and/or purchase orders issued by Customer. 26. Section 5 will survive the End of Term for so long as is required to complete collection of unpaid amounts. The agreements, rights, limitations and waivers described in Sections 6-8, 13, 16, 17, 19-13 and 26 will survive the End of Term.. Section 21 will survive the End of Term for a period of two (2) years. With the exceptions of the foregoing surviving sections, the remainder of these Terms will terminate at the End of Term. 26. If any particular provision of these Terms is determined to be invalid or unenforceable, that determination will not affect the other provisions, which will be construed in all respects as if the invalid or unenforceable provision were omitted. No extension, modification, or amendment of these Terms will be effective unless it is described in writing and signed by the Parties. City of Huntington Beach Community Development Department Request for Proposal Number 2015-0319 Enterprise Land Management (ELM) Software System & Implementation Services Release Date: March 19, 2014 Proposals Due: April 22, 2015 Item 13. - 193 HB -428- March 19, 2014 Request for Proposals for ELM Software System & Implementation Services RFP Number 2015-0319 Dear Proposer: The City of Huntington Beach is soliciting proposals for an Enterprise Land Management (ELM) software system, along with the necessary implementation services to replace its current systems. Software systems from responding proposers must, at a minimum, meet the requirements spelled out elsewhere in this RFP. The City's project scope, timeline, critical due dates, and other pertinent details are contained in this RFP. Five (5) hard copies of your proposal, along with electronic versions in PDF formats on USB Flash Media must be delivered to: Huntington Beach City Hall 2000 Main Street Huntington Beach, CA 92648 The City will not hold a pre -proposal bidders conference. All vendor questions should be addressed via email to the designated Contracting Officer for this RFP. Proposals must be clearly identified with the RFP number on the outside of the package. No proposals received after 4:00 p.m. on April 22, 2015 will be considered. Thank you for your interest in doing business with the City of Huntington Beach. Sincerely, Jim Slobojan Finance Manager -Fiscal Services City of Huntington Beach Jslobojan@surfcity-hb.org HB -429- Item 13. - 194 Table of Contents Part One GENERAL INFORMATION.........................................................................................1 1.1 INTRODUCTION..................................................................................................... 1 1.2 BACKGROUND....................................................................................................... 1 1.3 OBJECTIVES............................................................................................................1 1.4 PROJECT SCOPE..................................................................................................... 2 1.5 GUIDELINES........................................................................................................... 2 1.6 NOTIFICATION OF INTENT TO PROPOSE...............................................................4 1.7 CONTACT...............................................................................................................4 1.8 NEGOTIATIONS......................................................................................................5 1.9 PUBLIC RECORD..................................................................................................... 5 1.10 INCURRED COSTS.................................................................................................. 5 1.11 DISCUSSION OF PROPOSALS................................................................................. 5 1.12 ASSIGNMENT.........................................................................................................5 1.13 SUBMISSION REQUIREMENTS............................................................................... 5 1.14 TENTATIVE PROCUREMENT SCHEDULE................................................................ 6 1.15 PROPOSAL COMMUNICATION.............................................................................. 6 1.16 REJECTION............................................................................................................. 7 1.17 EVALUATION CRITERIA.......................................................................................... 7 1.18 AWARD.................................................................................................................. 8 Part Two STANDARD TERMS AND CONDITIONS...................................................................... 9 2.1 AMENDMENTS...................................................................................................... 9 2.2 COST OF PREPARING PROPOSAL........................................................................... 9 2.3 CONTRACT DISCUSSIONS...................................................................................... 9 2.4 CONFIDENTIALITY REQUIREMENTS....................................................................... 9 2.5 FINANCIAL INFORMATION.................................................................................... 9 2.6 INSURANCE REQUIREMENTS................................................................................. 9 2.7 CANCELLATION OF AWARD................................................................................... 9 2.8 EXECUTION OF AGREEMENT............................................................................... 10 2.9 STANDARD TERMS AND CONDITIONS................................................................. 10 2.10 FAILURE TO EXECUTE AGREEMENT..................................................................... 10 2.11 DISQUALIFICATION..............................................................................................10 2.12 OWNERSHIP OF REPORTS................................................................................... 10 2.13 SOFTWARE SOURCE CODE.................................................................................. 10 2.14 SOFTWARE LICENSE............................................................................................. 11 2.15 SOFTWARE MAINTENANCE FEES........................................................................ 11 Item 13. - 195 HB -430- 2.16 ADDITIONAL USERS AND MODULES................................................................... 11 2.17 EXCLUSIVITY........................................................................................................ 11 2.18 DELIVERY OF THE PROJECT PLAN AND DESIGN DOCUMENT .............................. 11 2.19 SEVERABILITY.......................................................................................................12 2.20 EQUAL OPPORTUNITY......................................................................................... 12 Part Three DETAILED SUBMITTAL REQUIREMENTS..................................................................13 3.1 GENERAL REQUIREMENTS.................................................................................. 13 3.2 EXECUTIVE SUMMARY........................................................................................ 13 3.3 SCOPE OF SERVICES............................................................................................. 13 3.4 COMPANY BACKGROUND................................................................................... 14 3.5 PROPOSED APPLICATION ENVIRONMENT.......................................................... 15 3.6 THIRD -PARTY PRODUCTS.................................................................................... 16 3.7 IMPLEMENTATION PLAN..................................................................................... 17 3.8 TRAINING.............................................................................................................18 3.9 MAINTENANCE AND SUPPORT PROGRAMS........................................................ 18 3.10 RESPONSES TO FUNCTIONAL / TECHNICAL REQUIREMENTS ............................. 19 3.11 CLIENT REFERENCES............................................................................................ 19 3.12 PRICE PROPOSAL................................................................................................. 20 3.13 EXCEPTIONS TO THE RFP..................................................................................... 21 3.14 SAMPLE DOCUMENTS......................................................................................... 21 Part Four TECHNICAL SPECIFICATIONS................................................................................... 22 4.1 CURRENT ENTERPRISE TECHNOLOGY ENVIRONMENT ....................................... 22 Part Five ATTACHMENT INDEX............................................................................................. 24 REFERENCE FORM.......................................................................................................... 25 PROPOSED PRICE SCHEDULES........................................................................................ 27 ESSENTIAL ELM SYSTEM FUNCTIONALITY...................................................................... 36 HB -43 ] - Item 13. - 196 Part One General Information 11 INTRODUCTION The City of Huntington Beach (the "City") is soliciting proposals for a comprehensive software system to replace their existing ELM software systems Any eventual system must not only meet the requirements set forth in this Request for Proposal (RFP), but must also be flexible and scalable in order to meet the future business and technology needs of the City The purpose of the RFP is to provide interested vendors with sufficient information to enable them to propose and submit proposals for application software and implementation services that will fulfill the specified information processing needs of the City The City seeks proposals from interested software and implementation services suppliers that have proven experience implementing ELM software systems to support local governments (City, County, etc ) of similar or larger size The City would like to complete the procurement process no later than July 1, 2015 and begin system implementation shortly thereafter 12 BACKGROUND The City is an incorporated, charter law, full -service city, which operates under the Council/Manager form of government, having a General Fund budget of $193 5 million and a total budget of $313 8 million for fiscal year 2013-14 The City also provides a full range of municipal services, including Police and Fire Protection, Marine Safety, Building, Planning, Parks, Library, Recreation and Public Works 13 OBJECTIVES The City desires to replace its current ELM software systems with an integrated system that will improve employee productivity and provide a long-term solution that will integrate with future systems that the City employs to manage the services they provide the residents of Huntington Beach The City desires to replace the current systems with a state-of-the-art solution, embracing best business practices embedded in the software The City desires a solution that includes robust Mobile support for field inspections, Apple iPads preferred The City prefers a GIS based software application compatible with the City's current GIS system. The City seeks a vendor that will continually enhance the proposed solution to support industry best practices and requirements for local government The City wishes to implement the selected solution in order to provide sufficient support during the implementation, without compromising its ongoing operations 1 Item 13. - 197 HB -432- The City intends to implement an out -of -the -box software package and to limit the amount of customizations (i e , changes to source code) made to the base application The City prefers a table -based software application, based on a user-friendly GUI or web -based user interface. Functional experts within the City and the City's IT Department would support the integrated application, once fully deployed The City seeks a system that includes easy -to -use reporting tools that will enable end users to access information stored in a single, integrated relational database for analysis without requiring programmer support Each Proposer must warrant that the stated, total RFP proposal price for the system they are proposing includes any currently required — mandatory Federal and or State reports, as well as any future reports that may be required of the City by the State or Federal Governments. If your proposal does NOT include this requirement, then you must declare this in your response in section 3.1— titled Key business drivers are an inefficient current environment, sophisticated users lacking adequate technology and the number of advanced systems on the market that are suited to government agencies of our size The City prefers a single, integrated solution that offers the required functionality, to the degree that this is possible, through a single vendor Vendors may propose an integrated single source solution, including their own or a third party product, in order to provide the required functionality The City will consider all solutions fairly on the basis of overall functionality, value and price as further detailed in the section on evaluation criteria 14 PROJECT SCOPE The City intends to limit the amount of customizations (i e , changes to source code) to the base application. The City seeks a system that includes development tools that will enable the City to meet its future needs, without becoming heavily dependent upon programmer consultants 1.5 GUIDELINES When responding to this RFP, please follow all instructions carefully Please submit proposal contents according to the outline specified and submit all hard copy and electronic documents according to the instructions Failure to follow these instructions may be considered an unresponsive proposal, which may result in elimination from further consideration Vendors should take special note of the following • All sections of the price matrix supplied with this RFP shall be completed as required These forms, not vendor formatted quotes included in the proposal, will be used for identifying the entire proposal price and special terms 2 xB -433- Item 13. - 198 • The City is seeking a contract with a fixed price Vendors should ensure their implementation plan covers all anticipated costs to fully deploy their system, along with the support costs for the additional years specified • Vendors should specify what type of training will be provided, i e , "Train -the -Trainer", as well as the number of trainees that will be permitted for each session, as well as the total price for the training. The City assumes that all training will be conducted on -site, with relevant staff • If the vendor plans to demonstrate a specific product, module, functionality, or service during the selection process, they must include the associated price in the proposal quote • All functionality identified in the Essential ELM System Functionality matrix (Attachment 3 of this RFP) must be included in the price proposed in response to this RFP Vendors should provide prices for each customization identified, and identify the applicable versions of their software required to meet each of the defined business requirements In order to achieve a manageable list of functional requirements, the Essential ELM System Functionality section is intended to list certain functionalities that are important to the City and which the City will use to evaluate the responses to the RFP. It is not intended to list every element of functionality that the City would expect any ELM System to achieve (e g maintain name and addresses of employees in a payroll system) By virtue of submitting a proposal, interested parties are acknowledging• • This RFP is a request for software and implementation services The City will only accept proposals from software firms and not from third -party resellers • A software vendor may partner with a firm certified to implement its software In proposals in which the software vendor is partnering with a separate implementation vendor, a transmittal letter must be submitted stating that the implementation vendor is a certified implementer of the proposed software • The software firm must be the entity providing the responses to the detailed business requirements (Attachment 3 - Essential ELM System Functionality) • The City reserves the right to reject any or all proposals if it determines that select proposals are not responsive to the RFP It also reserves the right to meet and/or correspond with individual vendors at any time to gather additional information Furthermore, the City reserves the right to delete or add functionality (i e, modules) up until the final contract signing • All third party software solutions proposed as part of this package to meet the functional requirements are subject to the same requirements of this RFP, unless otherwise stated The primary software vendor will serve as the prime contact for all work related to this RFP • The City expects to enter into a software licensing agreement and implementation services contract with the prime contractor • All vendors submitting proposals agree that their pricing is valid for acceptance for a minimum of one hundred and eighty (180) days from the Proposals Due Date of this RFP. Pricing must be 3 Item 13. - 199 HB 434- submitted as a fixed price and shall be broken out as provided in the price proposal section Proposals which do not submit pricing on a fixed price basis will be eliminated from further consideration Payment will be tied to agreed upon milestones. Vendors are to provide all work effort needed to meet the detailed functional requirements as part of their proposal Pricing, once accepted, shall not change during the implementation period • The City requires that licenses for software be "perpetual" (i e , the City purchases and retains the license to use the software forever) and of a "fixed" price nature (i e, license fees, maintenance, and support price schedule for first five years are presented) Furthermore, vendors must provide a "not - to -exceed" maintenance schedule for Years 6-10 (e g , 2% escalator per year). • All firms submitting proposals are encouraged to submit the most competitive proposal possible, as the failure to do so may lead to elimination prior to software demonstrations When responding to this RFP, please follow all instructions carefully Please submit proposal contents according to the outline specified and submit all hard copy and electronic documents according to the instructions Failure to follow these instructions maybe considered an unresponsive proposal and may result in immediate elimination from further consideration 16 NOTIFICATION OF INTENT TO PROPOSE Each respondent shall submit an email to the contact designated in section 17, below, notifying of their intent to respond to this RFP. The email must include the following information • Company name • Contact information for person authorized to respond on behalf of the company including - Name ➢ Title ➢ Email Address ➢ Phone number contact can be reached at during normal business hours 17 CONTACT In an effort to maintain fairness in the process, all inquiries concerning this procurement are to be directed only to the designated contracting officer at the email address noted below Vendors are specifically directed not to contact any personnel other than specified personnel identified in this RFP for meetings, conferences or technical discussions that are related to the RFP Unauthorized contact may be cause for rejection of the vendor's RFP response The decision to select a proposal is solely that of the City All communications regarding this RFP process should be directed via email to. Jim Slobojan Finance Manager -Fiscal Services City of Huntington Beach JsloboJan@surfcity-hb org 4 xB -435- Item 13. - 200 18 NEGOTIATIONS For the purpose of obtaining best and final offers the City may, at its sole option, open negotiations with one or more vendors after submission of proposals and prior to award Vendors are directed to submit their best and final price offer in their response. The City specifically reserves the right to award without negotiations based upon written proposals if deemed to be in the City's best interest 19 PUBLIC RECORD Information submitted by a vendor in connection with this Request for Proposals shall be subject to public disclosure after contract award Any interactions conducted with any vendors including project management or deployment meetings, training sessions or software support related matters — whether conducted in person or via any electronic medium — including any form of video, Telephone or Internet connection may be recorded at the City's discretion and used exclusively for their own purposes without approval by the vendor Any information obtained from the City — including written materials, video or audio -based recordings shall remain the property of the City and may be disclosed as required, by the City 1.10 INCURRED COSTS Those submitting proposals do so entirely at their own expense There is no expressed or implied obligation bythe Cityto reimburse any individual or firm for any costs incurred in preparing or submitting proposals, for providing additional information when requested by the City or for participating in any selection demonstrations or interviews, including contract negotiations Furthermore, at their own cost, finalists will be required to complete a detailed Statement of Work that will be part of the implementation contract before contract signing 111 DISCUSSION OF PROPOSALS The City may conduct discussions with any or all vendors who submit a proposal. Vendors must be available for a presentation at a city location to be named later on specific dates if selected for software demonstrations 112 ASSIGNMENT The vendor may not reassign any award made as the result of this RFP without prior written consent from the City 113 SUBMISSION REQUIREMENTS Each vendor shall submit its proposal in five (5) complete bound hard -copy originals, along with identical electronic copies in PDF and DOC or DOCX formats on USB flash media device Submittal shall be in accordance with the requirements on the covered letter and shall be clearly marked "Huntington Beach ELM Software System RFP Number: 2015-0319 Vendors may submit their proposal any time prior to the opening date and time The vendor's name and address, as well as a distinct reference to the RFP must be marked clearly on the proposal submission. All proposals will be time -stamped upon receipt. 5 Item 13. - 201 xB -436- Proposals may be modified or withdrawn prior to the proposal due date of April 14, 2015 by delivering written notice to the City's contracting officer Proposals time -stamped after the due date and time will not be considered Vendors shall be wholly responsible for the timely delivery of submitted proposals Vendors shall submit their proposals as detailed in Part 3 clearly marked with section numbers and titles The vendor's name and address must be clearly marked on all copies of the proposal, including the electronic files Five (5) hard copies of the entire proposal must be submitted, along with electronic versions of the entire proposal in both PDF and DOC or DOCX formats on USB Flash Media. 114 TENTATIVE PROCUREMENT SCHEDULE Tentative Procurement and Implementation Schedule March 18, 2015 RFP released by the city April 1, 2015 Deadline for written questions submitted April 10, 2015 City posts responses to any questions April 22, 2015 Proposals due to the City May 8, 2015 Select vendors for software demonstrations June 19, 2015 Software demonstrations complete June 26, 2015 Site visits July 10, 2015 Select vendor, begin contract negotiations Note Vendor demonstrations are an integral part of the selection process Vendors that cannot demonstrate their software during the dates prescribed by the City may be eliminated The agenda for software demonstrations will be distributed to vendors that have been identified for software demonstrations approximately two weeks in advance of the demonstrations 115 PROPOSAL COMMUNICATION Should any vendor find procedural discrepancies, omissions, or ambiguities in this RFP, they should submit an email request for clarification to the City's contract officer only The last day to submit a request for clarification is April 1, 2015 The issuance of a written addendum is the only official method by which interpretation, clarification or additional information will be given by the City Only questions answered by formal written addenda will be binding Oral and other interpretations or clarification will be without legal effect If it becomes necessary to revise or amend any part of this Request for Proposal, the addendum will be posted on the City's website Each vendor shall ensure that they have received all addenda to this RFP before submitting their proposals. The requirements of all the City -issued addenda to this RFP shall be made part of the agreement between the City and the selected vendor At the City's sole discretion, it reserves the right to request additional information, clarification or to allow for corrections of errors or omissions from proposers. Any additional information, clarifications 0 HB -43 7- Item 13. - 202 or corrections will need to be submitted as addendums to the original response and will supersede any previously submitted proposals. 116 REJECTION The City reserves the right to reject any and all proposals, to waive any formality, informality, information and / or errors in proposals received, to accept or reject any or all of the items in the proposal, and to award the contract in whole or in part and / or negotiate any or all items with individual vendors if it is deemed in the City's best interest Moreover, the City reserves the right to make no selection if proposals are deemed to be outside the fiscal constraint or not in the best interests of the City 117 EVALUATION CRITERIA The City's consultant evaluation and selection process is based upon Qualifications Based Selection (QBS) for professional services The City of Huntington Beach may use some or all of the following criteria in its evaluation and comparison of proposals submitted The criteria listed are not necessarily an all- inclusive list. The order in which they appear is not intended to indicate their relative importance • Compliance with RFP requirements • Understanding of the project • Recent experience in conducting similar scope, complexity, and magnitude for other public agencies • Educational background, work experience, and directly related consulting experiences • Price • References The City may also contact and evaluate the bidder's and subcontractor's references; contact any bidder to clarify any response, contact any current users of a bidder's services, solicit information from any available source concerning any aspect of a proposal, and'seek and review any other information deemed pertinent to the evaluation process The City shall not be obligated to accept the lowest priced proposal, but shall make an award in the best interests of the City After written proposals have been reviewed, discussions with prospective firms may or may not be required If scheduled, the oral interview will be a question/answer format for the purpose of clarifying the intent of any portions of the proposal The individual from your firm that will be directly responsible for carrying out the contract, if awarded, should be present at the oral interview A Notification of Intent to Award may be sent to the vendor selected Award is contingent upon the successful negotiation of final contract terms Negotiations shall be confidential and not subject to disclosure to competing vendors unless an agreement is reached If contract negotiations cannot be concluded successfully, the City may negotiate a contract with the next highest scoring vendor or withdraw the RFP The City reserves the right to determine the suitability of proposals on the basis of all of these criteria 7 Item 13. - 203 HB -438- 118 AWARD The City reserves the right to award a contract, based on initial offers received from vendors, without discussion and without conducting further negotiations Under such circumstance, the acceptance of a proposal by the City shall be deemed to be an acceptance of an offer that such acceptance will be binding upon both parties A proposing offer should therefore be based on the most favorable terms available from a price, business requirements and technical standpoint The City may also, at its sole discretion, have discussions with those vendors that it deems to fall within a competitive range. The City may enter into negotiations separately with such vendors Negotiations may continue with a vendor to whom the City has tentatively selected to award a contract The City shall not be deemed to have finally selected a vendor until a contract has been successfully negotiated and signed by both parties Contractual commitments are contingent upon the availability of funds, as evidenced by the issuance of a purchase order The contract, once awarded, will include this RFP document and the selected vendor's response to the RFP and will be the final expression of the agreement between the parties and may not be altered, changed, or amended except by mutual agreement, in writing All contracts are subject to the approval of the City's legal counsel and City Council n xB -439- Item 13. - 204 Part Two Standard Terms and Conditions 21 AMENDMENTS The City reserves the right to amend this RFP prior to the proposal due date All amendments and additional information will be posted to the Huntington Beach Procurement Registry located at. http //www surfcity-hb org/business/bids_rfps/ Bidders should check this web page daily for new information 22 COST OF PREPARING PROPOSAL The cost for developing the proposal is the sole responsibility of the bidder All proposals submitted become the property of the City 23 CONTRACT DISCUSSIONS Prior to award, the apparent successful firm may be required to enter into discussions with the City to resolve any contractual differences These discussions are to be finalized and all exceptions resolved within one (1) week from notification If no resolution is reached, the proposal may be rejected and discussions will be initiated with the second highest scoring firm. 24 CONFIDENTIALITY REQUIREMENTS The staff members assigned to this project may be required to sign a departmental non -disclosure statement Proposals are subject to the Freedom of Information Act The City cannot protect proprietary data submitted in proposals 25 FINANCIAL INFORMATION The City is concerned about bidders' financial capability to perform and therefore, may ask you to provide sufficient data to allow for an evaluation of your firm's financial capabilities. 2.6 INSURANCE REQUIREMENTS City Resolution 2008-63 requires that licensees, lessees, and vendors have an approved Certificate of Insurance (not a declaration or policy) on file with the City for the issuance of a permit or contract Within ten (10) consecutive calendar days of award of contract, successful bidder must furnish the City with the Certificates of Insurance proving coverage 27 CANCELLATION OF AWARD The City reserves the right to cancel the award without liability to the vendor at any time before a contract has been fully executed by all parties and is approved by the City wo Item 13. - 205 HB -440- 28 EXECUTION OF AGREEMENT The successful vendor shall sign (execute) the final Agreement incorporating all negotiated terms and scope and return such signed Agreements to the City within ten (10) calendar days from the date mailed or otherwise delivered to the successful bidder 29 STANDARD TERMS AND CONDITIONS Upon receipt of the Agreement that has been fully executed by the successful vendor, the City shall complete the execution of the Agreement in accordance with local laws or ordinances and return the fully executed Agreement to the vendor Delivery of the fully executed Agreement, along with a City purchase order shall constitute a notice to proceed 2 10 FAILURE TO EXECUTE AGREEMENT Failure of the successful vendor to execute the Agreement within ten (10) calendar days from the date mailed or otherwise delivered to the successful vendor shall be just cause for cancellation of the award 211 DISQUALIFICATION Awards will not be made to any person, firm or company in default of a contract with the City, any California county, the State of California or the Federal Government 2 12 OWNERSHIP OF REPORTS All data, materials, plans, reports and documentation prepared pursuant to any contract between the City of Huntington Beach and the successful vendor shall belong exclusively to the City 2 13 SOFTWARE SOURCE CODE The successful proposer shall enter into a software source code escrow agreement which shall include the following provisions 2 13 1 Software in Escrow Vendor agrees to maintain a copy of the software source code for the systems which were licensed to the City with an escrow agent and to list the City as an authorized recipient of this source code in the event that the vendor ceases to do business or breaches its Agreement as described in paragraph 2 13 2 below The source code shall be in machine readable form on media specified by the City The escrow agent shall be responsible for storage and safekeeping of the media Vendor shall replace the media no less frequently than every six (6) months, to ensure readability and preserve the software at the current revision level Included within the media shall be all associated documentation to allow City to top load, compile and maintain the software 2 13 2 Access to Source Code, If the vendor ceases to do business (whether by bankruptcy, insolvency, merger, sale, assignment of assets or any other reason) or ceases support of this project and does not make adequate provision of continued support of the licensed software, or if the vendor breaches the Agreement, the vendor shall make available to the City the latest available licensed software program source code and related documentation, for the licensed software provided by the vendor, and the source code and compiler / utilities necessary to maintain the system and related documentation for software developed by third parties, to the extent that the vendor is authorized to disclose such 10 HB -441- Item 13. - 206 software in such circumstances, City shall have the right to unlimited internal use of source code and documentation 2 14 SOFTWARE LICENSE The vendor shall grant the City a perpetual, nontransferable, nonexclusive site license under the terms of this Agreement to use the Application Software on its Network The City shall have the absolute right to upgrade or replace any equipment in the Network and continue to use the Application Software on the Network The City shall not be required to pay the vendor any additional licensing fee or other fees as a result of usingthe Application Software in conjunction with the upgraded or replacement equipment on the Network The City shall be granted the right to copy the software for archival, backup, or training purposes All archival and backup copies of the software are subject to the provisions of the license, and all titles, patent numbers, trademarks, and copyright and restricted rights notices shall be reproduced in such copies The City shall also be permitted to maintain the software on multiple machines for its own use for training environments and / or back-up purposes The City will agree not to cause or permit the reverse engineering, disassembly, or de -compilation of the software By virtue of the agreement, the City acquires only the right to use the software and does not acquire any rights of ownership 2 15 SOFTWARE MAINTENANCE FEES The vendor shall waive or discount the software maintenance fee for the first year after the software has been completely installed and implemented by the City (since the software is not in production yet) The City will not pay annual maintenance fees in advance of software being accepted Services provided under ongoing, post implementation software maintenance agreements shall include telephone support and software upgrades for the modules purchased by the City 2 16 ADDITIONAL USERS AND MODULES The City will require "price protection" for two years from the system acceptance and final payment for additional City users and modules that are listed in the RFP but are not initially purchased 217 EXCLUSIVITY This contract will be for the goods / services described above, however, this agreement should not be considered exclusive As deemed necessary, the City reserves the right to obtain these goods / services from any other vendor 2.18 DELIVERY OF THE PROJECT PLAN AND DESIGN DOCUMENT The project plan and project design document (or other substantively equivalent implementation documents as may be agreed to by the City prior to Agreement signing) are to be delivered within a 11 Item 13. - 207 HB -442- contractually specified timeframe after contract signing Non-performance in this regard will result in penalties to be defined in contract negotiations 219 SEVERABILITY If any of the terms or conditions of this RFP are held to be invalid or unenforceable, they will be construed to have the broadest interpretation, which would make them valid and enforceable under such holding Invalidity or the inability to enforce a term or condition will not affect any of the other RFP terms and conditions 2.20 EQUAL OPPORTUNITY The vendor shall maintain policies of employment as follows The vendor shall not discriminate against any employee or applicant for employment because of age, race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, or sexual orientation The vendor shall take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to their race, religion, color, sex or national origin Such action shall include, but not be limited to, the following employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation, and selection for training, including apprenticeship The vendor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the policies of non-discrimination The vendor shall, in all solicitations or advertisements for employees placed by them or on their behalf, state that all qualified applicants will receive consideration for employment without regard to race, religion, color, sex or national origin 12 HB -4433_ Item 13. - 208 Part Three Detailed Submittal Requirements 31 GENERAL REQUIREMENTS In order to facilitate the analysis of responses to this RFP, vendors are required to prepare their proposals in accordance with the instructions outlined in this part Proposals should be prepared as simply as possible and provide a straightforward, concise description of the vendor's capabilities to satisfy the requirements of the RFP Emphasis should be concentrated on accuracy, completeness, and clarity of content All parts, pages, figures, and tables should be numbered and clearly labeled Vendor responses shall be in the following format and numbered with tabs as shown - Section Title Title Page Letter of Transmittal Table of Contents 10 Executive Summary 20 Scope of Services 30 Company Background 40 Proposed Application Software and Computing Environment 50 Third -Party Products 60 Implementation Plan 70 Training 80 Maintenance and Support Programs 90 Responses to Functional / Technical Requirements 100 Client References 110 Price Proposal 120 Exceptions to the RFP 130 Sample Vendor Documents 32 EXECUTIVE SUMMARY This part of the response to the RFP should be limited to a brief narrative highlighting the vendor's proposal The summary should contain as little technical jargon as possible and should be oriented toward non -technical personnel This section should not include price quotations Please note that the executive summary should identify the primary contacts for the software vendor and any third -party vendors 3.3 SCOPE OF SERVICES This section of the vendor's proposal should include a general discussion of the vendor's understanding of the "overall" project and a summary of the products being proposed 13 Item 13. - 209 HB -444- 34 COMPANY BACKGROUND Vendor must provide the following information about its company so that the City can evaluate the vendor's stability and ability to support the commitments set forth in response to the RFP The City, at its option, may require a vendor to provide additional support and / or clarify requested information Provide this information for the primary vendor and each partner and third -party team member Company Background A Amount of time the company has been in business B Most recent audited financial statements. C A brief description of the company size (number of employees, revenues) and organizational structure D Amount of time and what experience vendor has in the public sector, particularly public sector clients of similar size, complexity and type of business to the City E Evaluations of the software and / or services firm by industry analysts. F List of any terminated public sector projects Please disclose the jurisdiction and explain the termination Client / User Base• A List of "live" public sector customer installs by name and by state and indicate modules and versions used by these agencies, as well as how long the modules and versions have been in use at these agencies The number of users should also be included Please include Clients in California and the Southwest regions of the U S II Clients of similar size to the City in terms of employees, operating budget and number of monthly customers served B Identify any national or regional user groups. C Identify if your company holds an annual or biannual user conference and typical locations where they are held D Any material (including letters of support or endorsement from clients) indicative of the vendor's capabilities Business Partnerships and Certifications• A Identify any certifications held by your firm if you are implementing or reselling another vendor's products B If partnering, the amount of time the implementer has worked with the software vendor and how many implementations the two parties have completed together 14 HB -445- Item 13. - 210 C Provide resumes of key project individuals, as well as all expected system implementation staff The City will reserve the right to request assignment or reassignment of staff at any time during the project 35 PROPOSED APPLICATION ENVIRONMENT In addition to providing an overview of the software solution proposed for the City, the vendor must present in detail, the key features and capabilities of the proposed application software as they relate to the City In addition to the description, please provide in succinct narrative form (at least one paragraph per item), answers to the following questions (see Part 4 for information on the City's current technology environment) A Modular Integration What proposed modules are fully integrated (part of the base software) into the main ELM system application? What are the proposed third -party applications? If there are proposed third -party applications, explain how they are integrated into the main ELM system application (e g, Do the third -party applications share security definitions and similar menu structures?) What processes are handled in "real-time"? What processes require batch processes? B Technology Architecture When identifying the proposed technical architecture requirements, please identify the optimal configuration, not merely the minimum configuration Recognizing the City's stated preferences in Section 4 1, vendors must include a response for each of the following issues C Hardware Environment Describe the optimal hardware environment (both clients and servers) required to utilize the proposed software In the event there is more than one suitable hardware platform, list all options indicating the relative strengths and drawbacks (if any) of each D Network Environment Describe the optimal network environment required to utilize the proposed software In the event that there is more than one suitable network configuration, list all options, including the relative strengths and weaknesses (if any) of each E. Operating System Identify the operating system required by the proposed applications software and database management system in the hardware environment recommended above In the event there is more than one suitable operating system, list all options indicating the relative strengths and drawbacks (if any) of each F Database Platform The vendor is requested to provide the ideal database platform choices for the proposed software In the event that there is more than one suitable database platform, please list all options, including the relative strengths and drawbacks (if any) of each The solution vendor should provide a qualitative discussion regarding the proposed solution's ability to perform backups irrespective of open records G Software Version Identify the most current version of the software in release Detail the percentage of live customers that are currently utilizing the proposed version of the software Provide a breakdown of customers (by percentage) for each version of the software currently in use The vendor must provide the most current version of their software, unless a written response is included — clearly stating why the proposed version is being proposed All known posted and identified fixes to "bugs" within the system must also be applied at time of implementation 15 Item 13. - 211 xB -446- H Reliance on Best Business Practices Please describe in detail the best business practices that are built into your software How do these practices pertain to City operations in particular? Competitive Advantage For each module, please describe any competitive advantages of your system which would distinguish your system from the competition. Workflow Capabilities How does workflow (electronic routing of documents) in your system operate? How are workflow rules established? How does workflow interface with popular e-mail programs, such as Microsoft Outlook? K Administration / Development Toolsets What application toolsets are included with the software? What unique programming requirements are there? What tools are available to customize the software (e g, add fields, create new tables, change menus, etc )? Security What security tools are included with the software? How does your application restrict access to the following administrative tool access, application access, menu access, record access, field access and querying / reporting access? What is included in the user security profile? How is the security profile defined? M Upgrade tools Define the frequency of upgrades How are patches and fixes deployed? How are patches and fixes applied? How are upgrades applied? What happens to software customizations (e g , user -defined tables and fields) during the upgrade? How many versions of the software does your company support? How long does a typical upgrade take to implement in an organization the size of the City? N Reporting and Analysis Tools What reporting tools are available? What On -Line Analytical Processing (OLAP) tools are available? Are there any interfaces to Microsoft Office? Do the same security definitions apply to the reporting tools as to the main ELM system software? Please provide a list of standard reports, by module, that come "out of the box' with the software O Ongoing Internal Functional and Technical Support What is the recommended make-up of the internal (City) functional and technical support team post -implementation? What is the number of staff and skill set required to adequately maintain the system after the implementation partner has left? 36 THIRD -PARTY PRODUCTS To the extent that a third -party product is required to compensate for functionality that is absent in the solution, the vendor should explicitly state the name of any third -party products For each third -party product, proposals must include a statement surrounding whether the vendor's contract will encompass the third -party product and / or whether the City will have to contract on its own for the product Any third party will be subject to the same requirements as the primary software firm vendor Finally, the vendor should provide proof that they have access to the third -party software source code (own or in escrow) and that the vendor has the ability to provide long-term support for the third -party software components of their system To the extent software needs to be developed or significantly modified, in addition to whatever other requirements exist hereunder, the vendor shall so state and explain the extent to which this needs to be 16 HB -447- Item 13. - 212 done, the ability to deliver on time, and the business partners and capabilities of those who will perform the work 37 IMPLEMENTATION PLAN The vendor must provide a detailed plan for implementing the proposed software, which includes a response to the following questions / issues A Provide an overview of the implementation plan, as well as the methodology used to install the software B What is the timeframe for fully implementing the system? If the proposal contains a phased - approach, provide the specific start and end dates for each phase and provide a listing of the modules proposed for each phase The vendor must provide a price and implementation plan that supports the City's preferred timeframes However, the City welcomes and will consider reasoned alternatives The vendor should provide an additional implementation plan and schedule, if appropriate, based on their experience implementing their product at firms of similar size and complexity as the City C Any bug patches or upgrades that occur during the implementation will be the responsibility of the vendor with knowledge transfer to the City's technology staff Describe the role of the City and vendor staff for bug and patch applications (if any). Vendors must include in their proposal a detailed Help Desk strategy for the City, both during the implementation, upon "go -live," and for the post -implementation period. D Provide a matrix of "roles and responsibilities" for each major activity contained in the proposed implementation plan E Describe the methodology and plan for implementing any third party software, if applicable The methodology shall include the estimated timeframe, overview of phases and milestones, assumptions and assumed responsibilities. F Confirm that the proposal contains the level of work effort that will be required to provide for the known customizations, modifications and / or custom reports that the proposal response has indicated as necessary to deliver the functionality Identify any assumptions related to these items. G Describe the role of the City and vendor staff for interface development. Provide the assumptions related to the work effort estimates for interfaces (e g , the specific interfaces included in the work effort estimates) Also, provide a brief description of the interface development process including any special toolsets that will be utilized for the process H Describe the role of the City and vendor staff for data conversion Provide the assumptions related to the work effort estimates for data conversion (e g., amount and type of data to be converted). Also give a brief description of the data conversion process including any special toolsets that will be utilized I Explain how each of the following types of testing has been addressed in your implementation plan- (a) module testing, (b) integration testing; and (c) stress / load testing 17 Item 13. - 213 HB -448- J Provide resumes of the proposed Project Manager and the Managing Partner Proposals must include all modules that the City needs to attain the functionality stated in the detailed business requirements spreadsheets in this RFP (Part 5 - Essential ELM System Functionality). Furthermore, all consulting hours needed to deliver the business requirements, including customization, configuration, and reporting, must be included in the price proposal. 38 TRAINING The vendor must provide a software training overview that includes but is not limited to A Overview of proposed training plan / strategy, including options for on -site or off -site training services, for the project work team, end -users and technology personnel B The role and responsibility of the software and implementation vendor in the design and implementation of the training plan (e g, development of customized training materials, delivering training to City end -users) C The role and responsibility of City staff in the design and implementation of the training plan. D The knowledge transfer strategy proposed by the software and / or implementation vendor to prepare City staff to maintain the system and system training programs after it is placed into production E Descriptions of classes / courses proposed in the training plan (The vendor should specify the unit of measure for its training (e g , units, classes, days, etc ) and define the hours associated with these units of measure ) F Use of third -party training resources Vendor should identify third party partners that provide training on the use of their application and typical locations where that training is conducted 39 MAINTENANCE AND SUPPORT PROGRAMS Specify the nature of any post -implementation and on -going support provided by the vendor including: A On -site, post -implementation support (e g, one month of on -site support after go -live, on -site support during initial run of budget module, optional "as -needed" support (7days / week)) B Telephone support (include toll -free support hotline, hours of operation, availability of 24 x 7 hotline, etc ) C Special plans defining "levels" of customer support (e g , gold, silver, etc ) Define what level of support is being proposed. D Delivery method of future upgrades and product enhancements including historical frequency of upgrades by module E Any anticipated mid -implementation upgrades If any are planned, the estimated work effort and related prices associated with such tasks should be included in the proposal F Availability of user groups and their geographic areas as well as user group contact information G Help Desk, problem reporting and resolution procedures H Bug fixes and patches 18 HB -449- Item 13. - 214 I Support provided for third -party solutions J Other support (e g, on -site, remote dial -in, Web site access to patches, fixes and knowledge base) 3.10 RESPONSES TO FUNCTIONAL / TECHNICAL REQUIREMENTS Responses to the detailed business requirements listed in the Essential ELM System Functionality matrix in Part 5 of this RFP must be provided in this section of the vendor's proposal Vendors are required to use the format provided and add explanatory details as necessary in the "comments" column or in a separate sheet that references the requirement number The following answer key should be used when responding to the requirements* FP = Fully provided "out -of the box", no configuration required CO = Supported with appropriate configuration (no changes to underlying standard software code required) CU = Custom development to underlying code is required Provide estimated price of modification in Comments column, along with estimated time required to complete TP = Third party software required Identify required third party software in Comments column NA = Not available or unable to provide Note Vendors must use only one response code per requirement Any requirement that is not answered utilizing a single code as outlined above will be treated as a negative or non -response The selected software vendor must warrant that the proposed software will conform in all material respects to the requirements and specifications as stated in this RFP That is, the detailed requirements as stated in th1s RFP will become part of the software license and implementation services agreements and w111 be warranted as such All responses that indicate that functionality is available out -of -the -box, through configuration, customization, or a reporting tool, or through a third -party product should be included in the prices submitted in this proposal. The price for any customizations should be broken out by specific requirement and included in the Proposed Price Schedules in Section 5 of this RFP. Furthermore, the module necessary to perform that functionality must be included in the scope and price of this proposal. 3 11 CLIENT REFERENCES The City considers references to be important in its decision to award a contract During the selection process, the City will contact references provided Vendors must provide a direct client reference contact who was involved in the vendor -led project. SOFTWARE VENDORS —Software vendors should provide at least five (5) client references that are similar in size and complexity to this procurement and have utilized the proposed system in a comparable computing environment (Reference forms are attached to this proposal as the Reference Forms Attachment in Part 5 ) Submit references for fully completed (live) installations If a separate 19 Item 13. - 215 HB -450- implementation firm is being utilized, the references should be for installations that utilized the same implementation firm THIRD PARTY SOFTWARE FIRMS — Using the forms attached to this RFP (Part 5), third -party software firms addressing particular functionality (e g , budget preparation software) should provide at least five (5) references that are similar in size and complexity to this procurement and that have been used with the prime enterprise software proposed for this engagement Submit references for fully completed (live) installations. 3 12 PRICE PROPOSAL As section 110 of their response to this RFP, vendors must submit fixed price project prices for software and implementation services utilizing the Proposed Price Schedule attachments in part five of this RFP. The price proposal must include all prices related to implementing the detailed business requirements in this RFP whether such implementation requires customization to the software or not The City may award a purchase contract based on initial offers received without discussion of such offers A vendor's initial offer should therefore be based on the most favorable terms available The City may however, hold discussions with those vendors that it deems in its discretion to fall within a competitive range It may also request revised pricing offers from such vendors and make an award and / or conduct negotiations thereafter Price schedules must be submitted using the Proposed Price Schedule attachments in part three of this RFP The City reserves the right to request price and scope clarification at any time throughout the selection and negotiation process Vendors must utilize the price schedule spreadsheets provided with the RFP DO NOT use "TBD" (to be determined) or similar annotations in the cells You may identify prices as a "not -to -exceed" amount Additional comments may be provided in the price schedule spreadsheets in the designated comment areas Vendors may not utilize their own standard price sheets for submitting information The City will look to the formatted RFP price spreadsheets for pricing information and descriptions Vendors must explicitly state what is included in data conversion and interfaces, i e , reconfirm in price matrix what files are included in conversion (or not) and what interfaces are included in prices If the vendor plans to demonstrate a specific product, module, functionality, or service during the selection process, they should include the price in the proposal quotes if you choose to reference it as an option and not price it, it must be clearly noted in your proposal response, and clearly and explicitly identified during any demonstration or discussion Anticipated Number of Users: While it is difficult for the City to envision exactly who will use the system in which manner, vendors should utilize the following initial information for pricing purposes It is expected that approximately 90 concurrent users will be accessing the system This information is for reference purposes only and is provided as a guideline It is not intended to be comprehensive, nor limiting Please note that the City is requiring a "site license" arrangement that will allow unlimited concurrent use of the application software by City staff 20 HB -451- Item 13. - 216 Anticipated Data Conversions: The City requires the vendor to provide a cost estimate for data conversion of its current system databases The Current ELM system used is CityView by Harris Software They also use Firehouse by Xerox Corporation The current document retention and management system is SIRE The City would like to bring all the historical data over from the CityView system, Fire House System, Access databases from the Urban Runoff Management program and all of the documents stored in the SIRE system Vendor responses should clearly state data conversion/import pricing in the price matrix in attachment two of this RFP Note: The City reserves the right to add or delete data to be converted. 3 13 EXCEPTIONS TO THE RFP All requested information in this RFP must be supplied with the proposal Vendors may take exception to certain requirements in this RFP All exceptions shall be clearly identified in this section and the written explanation shall include the scope of the exceptions, the ramifications of the exceptions for the City, and the description of the advantages or disadvantages to the City as a result of such exceptions The City, at its sole discretion, may reject any exceptions or specifications within the proposal 3 14 SAMPLE DOCUMENTS To establish a complete and competitive proposal, vendors must include sample copies of the following documents A Sample training manual B Sample user guide C Sample functional, technical and support documentation D Sample software license agreement E Sample maintenance and support agreement 21 Item 13. - 217 HB -452- Part Four Technical Specifications 41 CURRENT ENTERPRISE TECHNOLOGY ENVIRONMENT In addition to providing an overview of the software solution proposed for the City, the vendor must present, in detail, the key technology features and capabilities of the proposed application software as they relate to this project (see section 3 5) 411 Current Technology Environment and Standards The City prefers a solution that is compatible with its current environment and future technology vision Vendors should confirm their proposed solution operates effectively under the following environments Server Infrastructure • Windows 2008 R2 Active Directory Domain • 2 Forests with cross forest trust • Microsoft Exchange 2010 • New applications must run on Windows Server 2008 R2 or Windows Server 2012 R2 • VMware ESXi 5 5 (Experience in a virtualized environment) • Microsoft SQL Server 2008 or above (Standard edition preferred) • Trend Micro AV running in v5phere Client Infrastructure • Internet Explorer 11 (HTML 5 & No ActiveX or Java Client) • Citrix XenApp 7 5 or above (Running on Windows Server 2008 R2 Terminal Services) • Windows 7, 8 and 8 1— both 32 and 64-bit versions • Compatible with Microsoft System Center deployment technology. "Standard Issue" Applications (if needed to work with the new application) • Office 2007 • Adobe Reader XI • Kaspersky Endpoint Security • Java Compatibility • No Local Admin rights on workstations Print Engine • Job scheduler • Ability to save reports to PDF, Excel, and CSV • Ability to email reports automatically, per user and email distribution list GIS Infrastructure • ArcGIS Desktop Version 10 3 • ArcGIS Server 10 3 4.12 Technology Standards and Preferences for the Proposed System In regard to the City's technology architecture as they relate to this project, vendors should take into consideration the following preferences: 22 HB -453- Item 13. - 218 The City prefers software that is standards -based and does not lock the City into proprietary technology In addition, the City preference is for GUI -based applications running in a client - server or web -based environment Applications should be user-friendly and table-driven and able to utilize the City's installed Ethernet TCP/IP network This information is provided for informational purposes only. Vendors are encouraged to recommend the optimal enterprise technology environment to support its proposed solution. 23 Item 13. - 219 xB -454- Part Five Attachment Index Attachment 1 Reference Forms Attachment 2 Proposed Price Schedule Schedule 1. Price Summary Schedule 2 Vendor's License Fees and Annual Support / Maintenance fees Schedule 3• Third Party License Fees and Annual Support / Maintenance fees Schedule 4 Project Management Schedule 5 Implementation and Configuration Services Schedule 6 Data Conversion Schedule 7 Training Services Schedule 8 Travel and Other Expenses Attachment 3 Essential ELM System Functionality 24 xB -455- Item 13. - 220 ATTACHMENT 1 Reference Form 25 Item 13. - 221 HB -456- SOFTWARE AND IMPLEMENTATION REFERENCE FORM Use this form for completion of Section 110 of your Response to the RFP Please provide at least five (5) references for the software that most closely reflect similar consulting projects to the City's scope of work which have been completed within the past three (3) years and have involved the proposed software These references should be sites at which the software has been FULLY IMPLEMENTED and is "Live" References where system implementation is not complete will not suffice for the City's evaluation purposes. Please use the following format in submitting references. Name of Government or Agency Phone: Address: Government Project Manager: Title: Service Dates: Software Program/Version: Summary of Project: Agency's Operating Budget: Hardware Price $ Software Price $ Database Platform: Operating System: Number of Employees: Implementation Services $ Program Interface Price $ 26 HB -45 7- Item 13. - 222 N N W x ATTACHMENT 2 td .4. o' Proposed Price Schedules 27 City of Huntington Beach ELM System RFP Schedule 1 Price Summary License Fees and Professional Services- Price Software License Fees Vendor Software (Detail on Schedule 2) Third Party Software (Detail on Schedule 3) Professional Services. Project Management Services (Detail on Schedule 4) Implementation and Configuration Services (Detail on Schedule 5) Data Conversion Services (Detail on Schedule 6) Training Services (Detail on Schedule 7) Travel and Other Expenses (Detail on Schedule 8) TOTAL FIXED PRICE FOR PROJECT Software Maintenance & Support (Years 1-5) (Detail on Schedules z and 3) Year 1 (to commence upon a module being placed in production) Year 2 Year 3 Year 4 Year 5 Total Maintenance and Support (years 1 through 5) Total for Project Fixed Fee plus Maintenance / Support for 5 Years Maximum annual percentage increase for Vendor's Maintenance and Support for Years 6 through 10 (schedule 2) Maximum annual percentage increase for Third Party's Maintenance and Support for Years 6 through 10 (schedule 3) CD W N N Comment / Explanation 28 CD W N N City of Huntington Beach ELM System RFP Schedule 2 Vendor's License Fee Detail / Annual Maintenance and Support Detail Software License Fees for Vendor Software. moauies Keauirea to implement Functionai Footnote Reference* Price TOTAL VENDOR SOFTWARE Maximum annual percentage increase for Vendor's Maintenance and Support for Years 6 through 10 Annual Maintenance and Support Year 1 Year 2 Year 3 Year 4 Year 5 * Footnote References - List any explanations or comments keyed to footnote references you enter above 29 aoTtware License Tor i mro rariv :joriware. City of Huntington Beach ELM System RFP Schedule 3 Third -Party License Fee / Annual Maintenance and Support Detail Footnote Kererence TOTAL FOR THIRD -PARTY SOFTWARE Cc1 Maximum annual percentage increase for Third Party's Maintenance and Support for Years 6 through 10 race Annual Maintenance and Support Year 1 Year 2 Year 3 Year 4 Year 5 * Footnote References - List any explanations or comments keyed to footnote references you enter above 30 CD W N N Cd rn City of Huntington Beach ELM System RFP Schedule 4 Professional Services / Project Management* Fee Detail Project Management Fees (Module Assigned)- Price Explanation / Comment Additional Modules Required to Implement Functionality. Software License for Third Party Software: Total for Project Management (Module Assigned) Project Management Fees (Non -Module Assigned- Lump Sum) Total Project Management * Proposers may elect to not allocate Project Management prices among the modules This can be done by filling in only the line toward the bottom of the schedule captioned "Project Management Fees (Non -Module Assigned - Lump Sum)" Proposers are also free to provide a proposal with a combination of Project Management fees some assigned to modules plus a lump -sum 31 City of Huntington Beach ELM System RFP Schedule 5 Implementation and Configuration Services Price Detail* Implementation and Configuration Prices by Module Price Explanation/Comment Any Additional Modules Required to Implement Functionality aunware LIE&MU ror i niru rarty aunware. Total Implementation & Configuration Price (Allocated to modules) Implementation and Configuration Price (Lump -sum for all other) 0 Total Implementation and Configuration Price *Proposers may elect to not allocate Implementation and Configuration fees among the specific modules This can be done by filling in only the line at the bottom of the schedule captioned 'Implementation and Configuration Price (Lump -sum for all other)" Proposers are also free to provide a proposal with a combination of Implementation Services some assigned to specific modules plus a lump -sum for all other modules CD W 32 I N N 00 CD W [v [v 1.10 City of Huntington Beach ELM System RFP Schedule 6 Data Conversion Services Conversion Services: Price Explanation/Comment Total Conversion (assigned to specific files) Conversion Services (Lump -sum for all other specified conversion needs) Total Conversion Services 0 *Proposers may elect to not allocate Conversion Services price among the specific files This can be done by filling in only the line toward the bottom of the schedule captioned "Conversion Services (Lump -sum for all other specified conversion needs)" Proposers are also free to provide a proposal with a combination of Conversion Services some assigned to specific files plus a lump -sum for all other files 33 City of Huntington Beach ELM System RFP Schedule 7 Training Services Price Detail Training Average Training Price by Module Days per Day Price Explanation/Comment Any Additional Modules Required to Implement Functionality. aoTTware License Tor i niro variv aoTTware. Total Training 34 i M I City of Huntington Beach ELM System RFP Schedule 8 Travel and Other Price Detail Average Number of Price per Travel Expenses, Unit of Measure Units Unit Price Comment/Explanation Transportation Price (e g Airfare) Number of Round -trips On -site per diem Number of on -site man -days Other travel expenses Other Prices not Included Elsewhere - Total Travel Price Total Other Prices Total Travel and Other Prices 35 ATTACHMENT 3 Essential ELM System Functionality This Attachment lists system features that the City considers to be essential ELM system functionally for the way they do business It should not be considered an attempt to list the common functionality that any ELM system would be expected to contain Vendors will be required to warrant that their ELM systems will fulfill the functionality described in this attachment, as well as any additional functionality described in the vendor's literature or functionality presented in the software demonstrations All system features are assumed to come "Out -Of -The -Box'; with the version being proposed in your response The 'Version' column should only be used to denote features that exist in future versions. If the version you are responding to this RFP with includes these specific features, then leave this column blank. All Vendors must respond to each of the requirement items listed in the following section using one of the responses listed below Each item must have a response entered into the Vendor Response section from the listed responses in order to be considered. Vendors are encouraged to use the Vendor Comments section to help clarify any of their responses RESPONSE KEY FP = fully provided "out -of the box" CO = supported with appropriate configuration (no changes to underlying standard software code required) CU = custom development to underlying code is required Provide estimated price of modification in Comments column TP = third party software required Identify required third party software in Comments column NA = not available ' 36 N W N N W W 1 Planning Features Ability to add address point ID to any modules and link to GIS Version Vendor ResponseItem •. 2 Ability to consume city map services within the application 3 Ability to toggle between the application and a map on the same screen 4 Ability to view County Assessors maps (APM) S Must use standard ESRI address schema 6 Ability to input temporary address into system 7 Ability to automatically notify GIS when temporary and expired addresses have been entered or reactivated 8 Ability to create buffer to generate notification labels 9 Ability to print site plans and aerial photography 10 Ability to automate application submittal via web portal 11 Ability to conduct plan review via web portal 12 Ability to upload related documents via web portal 13 Ability to notify web portal clients about status of application 14 Audit trail with date/time-stamp & user ID for general comment fields 15 Ability to define auditable fields within system 16 Ability to select audit data and create custom audit report with results 17 Integration with Microsoft Outlook for Calendar and review tracking 18 Automated workflow routing with notifications and status tracking 19 Ability to generate a custom hyperlink that generates a URL with a parameter, with a permit number. 20 Ability to upload and attach unlimited number of documents to a record 21 Ability to define number of characters for certain fields 22 Ability to track staff hours against an application or project and tie that to a rate 23 Deposit amount threshold notification based on user -defined level 24 Disparate system import ability (or hyperlink to) (State Contractor's License, Work Comp) 25 Ability to schedule hearing dates from within application 37 a I 1 Building Features Permit types such as Re -Roof, Block Wall and Patio Cover can be auto -populated based on defined permit types to minimize amount of user data entry. Version Vendor ResponseItem .. 2 Application types can be configured to automatically associate defined permit types, based on user specified criteria (combo permit). 3 Ability to associate multiple permit types for an address into one, master permit. 4 Relate & un-relate M/E/P permits to Parent Building permit. 5 Ability to clone any permit type to any address. 6 Ability to override status type and expiration date. 7 Ability to generate alert for a specific property / address. 8 Ability to put a hold on a particular permit. 9 Ability to reassign permit to another address. 10 Ability to print inspection label stock. 11 Ability to review related permits and access any via hyperlink. 12 Ability to copy permit and retain original address info. 13 Ability to capture electronic signatures. 14 Ability to add screens to "Favorites" location for easy recall. 15 Ability to automatically generate email to Utility companies once criteria has been met or condition satisfied. 16 Ability to generate and forward an automated email, with attached documentation for plan review to customer, notifying of necessary corrections for review. 17 Ability to track fees for unique permit types where fees are waived, yet need to be recorded and reported on. 18 Ability to Issue permit before DIF fees have been paid for purpose of scheduling final inspection. 19 Ability to assign a note to any fee desired. 20 Ability to selectively process specific fees for payment at various times throughout the process. 21 Ability for client to review when inspector is estimated to be onsite for their scheduled inspection. 22 Ability to add map of all daily inspections (per inspector) —with drop pins of locations. 23 System to notify if an associated plan exists for an inspection for a permit. 24 Provide web portal that supports Android and iPhone devices and allows clients to schedule requests for inspections. 25 Present status and necessary corrections for inspections via mobile portal. 26 Ability to send notifications or corrections via email or SMS. 27 Provide check boxes (w/ ability to trigger holds, if needed) for: City Job, School District Fees (w/ receipt number box), Library Fees, & C of 0 (if linked). 38 0-4 (D 28 Building Features Version Provide Link/Buttons for: Extend Permit & Reactivate Permit (triggers date paid/extension of permit time), View Permits, View Plans, & View All, Vendor ResponseItem .. 29 Ability for Permit Status to automatically update to "expired" on actual expiration date. 30 Ability to automatically create plan check & permit expiration letters (based on exp. Dates) — Monthly. 31 Ability to create/issue basic permits online through City website. 32 Provide Building/Combo permits components screen that includes fields: Valuation (for manual override), Existing Area, Occupancy Boxes, Existing Bedrooms, New Bedrooms, # of Stories, # of Families and #of Dwelling Units. 33 Ability for fees to be automatically generated based on component type (i.e. Library, DIF, inspection, plan review, etc.). 34 Ability for fees to automatically adjust based on changed quantities of components. 35 Provide plan check submittal screen w/ multiple entries (i.e. 1st, 2nd, 3rd submittal) & automatic trigger of plan check turnaround deadlines. 36 Automatic trigger of NPDES inspection required (based on size of project). 37 Provide easy to use/retrieve link to pdf/word file of correction list. 38 Ability to automatically generate processing fee on all permits & certificate of occupancy. 39 Provide automatic generation of plan review, inspection, impact fees, etc. (based on components). 40 Ability to manually enter additional fees (i.e. re -inspection fee, plan scanning, etc.). 41 Ability to waive permit fees for "green" items & City Jobs (& ability to issue permit w/ waived fees). 42 Provide record of payments made (amount, date, type, check #, paid by, etc.). 43 Ability to have fee increases that do not alter past permits. 44 Provide button for "Investigation Fee" that automatically doubles the inspection fee (when pressed). 45 Ability to add inspection type, date, & AM/PM/NP time preferences. 46 Provide Inspection Comments/Notes box tied to each inspection. 47 Ability to cancel/change inspection date, time frame, & inspector. 48 Provide daily list of inspections (for all & per individual inspector). 49 Provide trigger button/box to automatically add re -inspection fee due. 50 Ability to prevent scheduling of final building inspection until all other trades & permits are scheduled and/or finalled. 51 Provide automatic generation of certificate of occupancy investigation inspection required, upon drywall inspection approval. 52 Direct & "Live" inspection scheduling via phone system. 53 Voice Technology: talk -to -type corrections for inspections. 54 Provide a mobile "app" for inspection scheduling. 39 Vendor Building Features Version ResponseItem .. Provide a drop -down menu to action inspection status as denied w/ reason code (i.e., D1, 55 D2, D3, or D4). 56 Ability to approve/issue Temporary Certificates of Occupancy. Automatic batch printing of Permanent Certificates of Occupancy (upon final inspection 57 approval). Print Permits on 8.5"xll" size paper (printer to fit in existing roll -out drawer/cubby at 58 counter. Ability to create various reports from data in system (on as needed basis) & save report 59 for re -use (with dates/fields that can be manipulated). 60 Ability to save any report in a pdf format. CD W N 40 W N W J —Tenclor ReportsItem Building pVendor Plan Check Submittal/Resubmittals (by type, i.e. Building, Mechanical, Electrical, etc.) by 1 date due. 2 Permits Issued (by type, i.e. Building, Plumbing, etc.) by month, week, etc. (w/ ability to automatically post onto website). 3 Permits Issued by status, type, (i.e. Building, Electrical, etc.) by month, week, etc. 4 Permits Issued by specific contractor license number or name. 5 Expired Letters (generate single or batch, by applicable permits). 6 Average Daily Inspections. 7 Code Enforcement Monthly Activity. 8 CDBG Block Grant. 9 Certificate of Occupancy (by property address & by APN), by date/time frame. 10 Fiscal Year Activity. 11 Inspections (scheduled, completed, approved, corrections, etc.) by date. 12 Maintain Inspections (by types). 13 Maintain Inspections (by scheduling loads). 14 Maintain Inspections (by scheduling defaults). 15 DIF (Development Impact Fees) Notification Letter (batch by applicable permits). 16 NOC (Notice of Non -Compliance) Letter (generate single or batch, by applicable permits). 17 Reactivation & Extension Fees Collected (by week, month, etc.). 18 CofO (Certificate of Occupancy) Inspection Needed Letter (batch by applicable permits). 19 Plan Check Expiration Letter (batch by applicable permits & automatic trigger of plan check extension fee due). 20 NPDES (National Pollutant Discharge Elimination System) Letter (batch by applicable permits). 21 Plan Checks Submitted (unassigned). 22 Permits Issued (total number per RD {reporting district}, address, or APN. 23 Permits Finalled (that had plan review attached), by week, month, etc. 24 Permits Issued, Not Finalled (when expiration date is near, 1 week, 1 month, etc.). 25 C-404 Census. 26 Fees Paid by Permit Type or Revenue Account. 27 Fees Paid by Revenue Account, by date paid (excluding automation fee). 28 Assessor's Office Report (monthly). 29 EV Charger Report (monthly). 41 Vendor Item Public Works Features Version ResponseVendor Must have Master Project functionality that may later be tied to a parcel number or 1 address point or GIS features. 2 Must store historical reference for parcel information regardless of any future changes made. 3 Automated system -wide notification and alerts to other staff and clients. 4 Ability to track time against a project. 5 Ability to receive and track deposits against permits. 6 Ability to charge fees against a project deposit. 7 Ability to report on deposit balance for any project. 8 Ability to manage and associate multiple contacts for specific projects. 9 Ability to define contact method for contacts in system. 10 Ability to accept some applications via web portal. 11 Ability to receive payments via web portal. 12 Ability to communicate project status to clients via web portal. 13 Ability to handle electronic plan review. 14 Ability to handle electronic technical plan check. 15 Ability to track and manage routing of plans to appropriate parties. 16 Ability to automate the scheduling and notification of inspections. 17 Ability to track and report on hours spent against inspections. 18 Ability to create deposit thresholds with automatic system notifications. 19 Ability to track cash bonds. 20 Ability to issue stop work notices and correction notices. 42 N W i� Vendor PublicItem . .. .ff) Features Version ResponseVendor Need the ability to convert Access Data Base (NPDES) to new system. The NPDES data 21 base contains Urban Runoff information. 22 NPDES information needs to be available in the new system. 23 Provides menu option security controlling function access based on individual users access rights. 24 Notification of upcoming inspections. 25 Ability to interface with mobile devices. 26 Inspectors need the ability to enter and have access of inspection information in the field. 27 Inspectors need the ability to capture locally and remotely longitude and latitude, and have access to GIS information. 28 Ability to remotely close a case if inspection is performed and there is no violation. 29 Ability to electronically capture photos and attach to inspections. 30 Inspections are also performed for City facilities and special events. 31 Ability to produce an inspection schedule report in consideration of geographical proximately and available inspectors. 32 Summary of inspections both scheduled and completed for a range of dates and/or inspectors. 33 Ability to produce an inspection follow-up reporting and alerts. 34 Ability to process, track, produce follow-up alerts and report. 35 Need to report to the State those Inspections taken on behalf of the State within 3 days. 36 Need the ability to have local and remote field access to permitting information. 37 Need the ability to have local and remote field access to Business Licenses information. 38 Need the ability to have local and remote field access to Plan Check information. 39 Need the ability to have local and remote field access to Plan Check information. 40 Ability to incorporate Community Services inspections in addition to Urban Runoff inspections. 41 Need access to SIC codes when entering inspections. 42 Ability to capture, track and report Citation and Violation information by District. 43 Ability to capture, track and report Enforcement information by District. 44 Capture and report Enforcement Case information. 45 Ability to report employee and contractors Certifications and training. 46 Need access to Certificate of Occupancy information. 47 Complaints need to be captured and processed by the new system and followed -up. Complaints can be called in, emailed or written. 48 Allows access to parcel and permits and ability to search by address, tenant or owner. 43 i� P. 4j J Vendor PublicItem . .. .ff) Features Version Response..Comments Interacts with finance system, in real time, in order to eliminate redundancy in reporting. Also must facilitate an electronic accounting of inspections prior to, and during, the 49 actual inspection process. 50 Urban Runoff charge's fees for inspections. Need the ability to process payment of fees with cashiering and finance. 51 Need the ability to process payment of fees with cashiering and finance. 52 Need inquiry access to status of fee payments and collections. 53 Ability to enter, track and report FOG (fat, oil & grease) fee payments. 54 Ability to accept and process fee payments. 55 Specific Event storm water Inspection Form 56 Storm water Civil Citation Form B 57 Storm water Citation Letter example 58 Storm water Construction Site Inspection Form 59 Food Service Establishment Inspection Form 60 Commercial Industrial Storm water Inspection Report 61 Storm water Violation Information letter example 62 Storm water Notice of Non -Compliance Form 63 WQ BMP Inspection Report 64 Storm water Annual Program Effectiveness Assessment report. 65 Effluent Flow Meter Calibration Report. 44 i� Vendor Item Code Enforcement Features Version..Vendor Comments 1 System dynamically spellchecks text entries. 2 Spellcheck has customizable dictionary. 3 Ability to select multiple violations via checkbox from one screen. 4 Ability to create canned responses that can be applied to a case. 5 Ability to edit canned responses, once applied to a record. 6 System must import municipal code electronically. 7 Inspector's schedules must be tracked and reportable down to 15 minute levels. 8 System must be able to track inspector's hours against different account codes. 9 System must be able to accommodate unlimited number of zones by GIS data. 10 System compatible with location services of remote devices for photos. 11 System to automatically associate photos with GIS info to appropriate cases. 12 Ability to reassign inspections between inspectors at will. 13 Ability to auto -assign inspections based on geographic location. 14 Ability to receive complaints from citizens directly from website. 15 Ability to provide status of existing cases for the person who reported the issue. 16 Ability to create dynamic link to external database to return specified data from screen. 17 Ability to associate emails and attachments to records automatically. 18 Ability to assign an alert or message to a parcel. 45 ■ �. Vendor ResponseItem Fire Inspection Features Version d Ability to enter inspection information and issue violation notices from the field through 1 the software by e-mail (via I -Pad). 2 Ability to support mobile devises (Windows tablets and iPads) during temporary loss of broadband connection. 3 Ability to automate inspection scheduling and customer notifications. 4 Ability to track and report on hours spent against inspections. 5 Ability to intake and track electronic plan reviews and electronic application submittals. 6 Ability to issue receipts via e-mail for plans received. 7 Track turnaround time and hours for staff against various projects. 8 Automated e-mail notifications to clients (i.e. plan review status, corrections, expired permit, etc.). 9 Ability to auto -assign plan reviewer based on geographic location within city. 10 Online payment of fees via portal and ability to interface to cashiering. 11 Ability to access centralized parcel, address, and occupancy information/history 12 Ability to create permits and automatic expiration of permits by definable dates. 13 Automatic expiration of permits by definable dates. 14 Ability to run pending plan review submittal reports showing status and due date (with turnaround days configured around weekends and holidays). 15 Track turnaround times by staff for various projects. 16 Ability to track fire flow information request submittals and results. 17 Ability to bill for reviews and inspections based on valuation as well as pre -determined fees. 18 Ability to attach e-mails and documents to occupancy and parcel records. 19 Ability to assign recurring inspection frequencies of existing occupancies, private fire hydrants, oil wells, and temporary/annual permits based on occupancy characteristics and permit types. 20 Ability to issue violation notices for recurring inspections of occupancies, private fire hydrants, oil wells, and operational permits in the field via the software and I -Pad. 21 Ability to automatically generate monthly inspection lists and monthly status lists (showing completed and pending inspections per assigned staff member). 22 Ability to automatically bill for recurring occupancy and permit inspections (based on status) and automatically generate monthly billing reports. 23 Ability to automatically filter out (not charge for) recurring inspections of city owned properties and other predetermined occupancies from the billing list. 24 Ability for automatic update of billing contact information (name, address, e-mail, number) based on updated Certificate of Occupancy information and/or business licensing information. 46 N W Twee AR T- .. Itern Fire Inspection Features Version•• dComments Ability to access occupancy and permit history in the field during inspection (i.e. previous inspection violations, updated certificates of occupancy, pending permits, code 2S enforcement inspections, etc.) Ability to save historical data pertaining to an occupancy (i.e. previous uses, owners, 26 contacts, etc.) Ability for customers to submit self -inspect affidavits online and automatically update software to show customer submitted self -inspect affidavit indicating compliance with fire code requirements (i.e. self -correct violations or multi -family unit interior inspection 27 checklist for owners to submit online). Ability for customer submission of required fire protection system certifications online and automatic update of occupancy and property files to show status of fire protection 28 system certification. Ability to track e-submit billing status with County for the Certified Unified Program 29 Agency (CUPA). Ability to meet State requirement for Compliance Monitoring and Enforcement (CME) data reporting (California EPA) and to track chemical inventory for each location for the 30 Certified Unified Program Agency (CUPA) and State. Ability to assign training to staff, verify completion, generate year end reports, and 31 submit reimbursable receipts to State. 32 Ability to reconcile and track annual testing of fire hoses, inventory, and repairs. 33 Ability to document complaints and track referral inspections and violations. Ability to document activities (numbers and hours) pertaining to productivity/service provided (i.e. Special projects, Specific Events, training, meetings, Knox requests, and other categories which can be created and modified by the end user [Huntington Beach 34 Fire Department] to track division productivity) 35 Ability to automatically generate and e-mail division productivity and status reports. User definable required fields with warnings. 36 47 i� i -P v Tencior VersionItem Business Ucense Features ••nse Vendor Comments 1 Must be able to automatically track and apply late fees with aging. 2 Must be able to interface with GIS for address notification. 3 Must be able to interface with GIS for fee calculation. 4 Must be able to accommodate GIS interface for downtown BID zones. 5 Ability to create user -defined fields or attributes. 6 Must maintain history for any business by address point. 7 Ability to archive historical data. 8 Ability to accommodate tax exempt businesses. 9 Ability to accommodate special events. 10 Ability to create and assign custom categories for a business. it Ability to compare third -party databases with internal records creating exemption list. 12 Ability to email PDF copies of any documents directly from the system. 13 Must be able to accept partial payments for license fees. 14 Must be able to automatically generate letters for outstanding balances. 15 System must be configurable to automatically determine payment priority. 16 Must be able to rollover any unpaid balances to next year's total. 17 Ability to print or not print business licenses by status. 18 Ability to print or not print business licenses regardless of status (with admin rights). 19 Ability to accommodate online license applications and renewals. 20 Ability to accept online payments for fees. 21 Notify online clients of conditions or status updates via email or letters. 22 Ability to capture changed information and stop renewal or application process with notification to client that they need to come in to the city to proceed. 23 Ability to accept uploaded documents from applicants online and associate with the applicants record in the system. 24 System must comply with all existing and future federal, state and local requirements. 25 Ability to define field visibility based on user permissions. 26 Ability to search by any defined field. 27 Ability to provide users with saved, favorite searches. 28 Ability to generate and track citations with fees. 29 Ability to calculate oil production tax based on three different rates. 30 Ability to flag an address based on a pending action, such as "no current license'. 31 Ability to add a new renewal year regardless of any status or outstanding balances. 32 Ability to send notifications for upcoming inspections. 33 Ability to track field inspections without creating a new business license. 34 1 Ability to place a business license on hold. M N -P CD W N Vendor ResponseItem Cashiering Features Version • 1 Ability to post a payment of any amount, regardless of what balance is due. 2 Ability to receipt payment via more than one payment type (i.e., check & cash) 3 4 Ability to receipt partial payment. Ability to issue refunds for overpayments. 5 Ability to transfer a client's funds between different accounts they may have. 6 Ability to apply a payment to more than one outstanding balance. 7 Rules that define how to apply payment across various balances. 8 Ability to place accounts on hold. 9 Ability to export payment detail information. 10 Ability to reverse a payment. 11 Ability to apply fees (NSF). 12 Ability to capture electronic signature. 13 14 Ability to audit transactions. Must be PCI compliant. 15 Ability to accept credit card transactions. 16 Ability to reprint a receipt via a receipt printer. 17 Ability to import payments from text/flat files (e.g. Remittance Processing System). 18 Ability to designate an account as cash only status. Item 1 Vendor Technology Features Version Response Vendor Comments Support field -use of tablets, smartphones or laptops for inspections. 2 Mobile app that supports lost communication for later data updates. (cached data) 3 System must support Citrix environment. 4 Web -based user interface. 5 Tools to manage and refresh environments (Production, Test, Training) 6 SOA (Service Oriented Architecture) 7 SSRS (SQL Server Reporting Services) 8 PCI compliant cashiering module 9 BI (Business Intelligence) tools, OLAP cubes i. 50 N ATTACHMENT #7 MAccela Enterprise Land Management (ELM) Software System & Implementation Services City of Huntington Beach, CA RFP 2015-0319 April 221d, 2015 ELECTRONIC COPY Item 13. - 247 HB -482- MAccela (this page intentionally left blank) 514, NEW I xB -483- Item 13. - 248 MAcceta 2633 Camino Ramon Suite 120 San Ramon, CA 94583 1 (925) 659-3200 April 22'. 2015 Mr. Jim Slobojan Finance Manager -Fiscal Services City of Huntington Beach jslobo_jan .surfcity-hb_org Re: RFP 42015-0319 — Enterprise Land .Management System and Implementation Services Dear Mr. Slobojan and Members of the City Evaluation Panel: These are exciting and challenging times for the City of Huntington Beach. Accela stands ready to help the City achieve its business objective of obtaining a new software solution that will improve service to City citizens. Our enclosed proposal details how the Accela Land Management solution will satisfy the needs that are most important to City stakeholders. Through a proven. implementation methodology for hundreds of current Accela customers, we can help make sure the City is successful in a smooth transition from the current technology to a more user friendly, web -based platform without compromising the integrity of the City's legacy data. We have also included an option for Accela to host the City's solution at our dedicated hosting facility, relieving the City of maintaining additional infrasture. I will act as Aecela's primary contact for all matters regarding this response and any subsequent phases, and can be reached at our corporate office at 925.659.3247 or via email atjmunoz@accela.com. Than you for your consideration. gliD.unoz Vice President Enclosures Civic Excellence + Civic Engagement = Civic Good ivww. accela. com Item 13. - 249 1413 -484- '* unooftat-;] (This page is intentionally left blank.) ® 2015 Accela, Inc. All rights reserved HB -485- Item 13. - 250 M Acce [a Table of Contents 1 Executive Summary ..................................................................... 3 2 Scope of Services.......................................................................11 3 Company Background................................................................17 3.1 Company Background................................................17 3.2 Client/ User Base........................................................20 3.3 Business Partnerships and Certifications ....................26 4 Proposed Application Software and Computing Environment .....27 5 Third -Party Products...................................................................99 6 Implementation Plan.................................................................101 7 Training.....................................................................................137 8 Maintenance and Support Programs.........................................153 9 Response to Functional/ Technical Requirements ....................175 10 Client References.....................................................................177 11 Price Proposal..........................................................................178 12 Exceptions to the RFP..............................................................183 13 Sample Vendor Documents......................................................185 14 Other Supporting Documents....................................................187 Disclosure In relation to future versions of planned system enhancements or future product direction, the information contained in this material is not a commitment or legal obligation to deliver any of the features or functionality described herein. C 2015 Accela, Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 1 of 197 Item 13. - 251 HB -48 - MAccela (This page is intentionally left blank.) 0 2015 Accela, Inc. All nghts reserved xB -487- Item 13. - 252 MAccela 1 Executive Summary Acce/a's Understanding of the City of Huntington Beach RFP for an Enterprise Land Management (ELM) Software System In recognition of the City of Huntington Beach's strong desire to replace its existing legacy permitting system of Harris, MsGovem/CityView. Accela is offering the City an integrated system that will improve employee productivity and provide a long-term solution that will integrate with future systems that the City intends to employ to manage the services they provide the residents of Huntington Beach. Mr. Julian Munoz, Accela's Vice President of Procurement will serve as our primary contact for this proposal: Julian Munoz VP of procurement (925) 659-3247 imunoznaccela.com We acknowledge that no third party software is required for the implementation of the Accela Platform, therefore third party vendor contact is not provided. To facilitate the City in its effort to improve business process, closely engage citizens and increase efficiency, we are pleased to propose the Accela Civic Platform that provides: ♦ Planning, Zoning, Permitting, Inspections, Business License and Enforcement processes for improved customer service and increased business efficiency. ♦ GIS integration that allows creation and editing of development projects from a map ♦ Mobile field inspections & investigations across any Windows, iOS, and Android device in both an online & offline state ♦ Citizen web access for online constituent services ♦ Robust reporting that is simple to use Accela applaud the City's effort in taking the step to search for a modern COTS technology and believe we have the right team to deliver the desired results. The proposed Accela Civic Platform has been successfully implemented for several hundred times. The proposed Civic Platform is currently celebrated by municipal governments ranging from population of five hundred to thirty-eight million across North America. It serves as the technology backbone for their land management and licensing efforts on a daily basis. ® 2015 Accela. Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 3 of 197 Item 13. - 253 HB -488- MAccela The specific Civic Platform modules and add -on products Accela is proposing to the City as part of the new Enterprise Land Management System and in support of all of the project objectives are: ♦ Accela Land Management helps track and manage all of your land use and community development activities allowing an agency's entire staff to have complete parcel information instantly. Included functional use of for planning, permitting. Inspections and code enforcement and cashiering system. ♦ Accela License and Case Management helps your agency to manage and regulate licensing, streamline revenue collections, enhance enforcement actions and improve customer service. From initial application through license issuance, Accela Licensing and Case Management solutions are both configurable and flexible to meet unique agency licensing requirements. GIS provides a geographic view of all parcel, asset, work order, or service request data. It also leverages GIS data and technology during the automated workflow process to make better decisions and improve efficiency while processing transactions. Mobile extends processing capabilities to the field for inspections, work orders, service requests, and more. It is available on any Windows, iOS, and Andriod OS device. Citizen Access provides agencies with better, faster services to their citizens. Streamlining processes and providing more self-service options means that service requests that used to take weeks to complete now just take days. Below is the diagram of Accela Civic Platform with its competitive elements to provide solutions to fuel the City's future growth: ® 2015 Accela, Inc. All rights reseNed Huntington Beach, CA Enterprise Land Management Software System & Implementation Services RFP #2015-0319 Page 4 of 197 Item 13. - 254 MAccela ACCELA CIVIC PLATFORM SOCIAL MEDIA AND GAMIFICATION APPS CITIZEN PORTAL SOLUTIONS I (Ak ( Ar) Lrgistat�we licensing Recreation& Right-of-way Res —e Fees and Cashier Management Asset eit+mn €nwi*onmenta[ Finance& La" ReWei.shiR Health & Safety Adman-st(atfu�l Best Practice Templates Ci61en Access GIS,Mapping Commun cation Management Identity Management Configuration Tools Mobile Construct APIs Open Data Dashboards and Reporting CORE SERVICES SDKs and Developer Tools Electronic Document Review Workli Accela Civic Platform Diagram Asset maragement �.... inarCe & Ain, ^istrat€on ANCitizen Relationship Management Land Management Environmental FAI Health & safety Legislative as Management Licensing & Case Recreation & Right of way Is Management 4 Resource Management Management Solutions Built on Civic Platform We wish to highlight the fact that the City is a current user of our (CRM) Citizen Relationship Management solution, formerly GovOutreach. This will afford a full -integrated solution and will provide your citizens with additional transparency and your staff with an automated system eliminating manual intervention for service requests and streamline business processes. A great C 2015 Accela, Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 5 of 197 Item 13. - 255 H13 -490- MAccela example is the City of Lincoln, NE, we encourage the City to refer to our video link on the left hand side to how Lincoln is taking advantage of Accela Civic Platform to drive their one -stop shop efforts from citizen access to permitting and all other back office functional ities. Over the last 18 months the following agencies in Southern California have chosen Accela's platform and are in various stages of implementation: ♦ Manhattan Beach, CA ♦ Hermosa Beach, CA ♦ Newport Beach, CA Moreno Valley, CA ♦ Lancaster, CA ♦ Santa Clarita, CA ♦ Moreno Valley, CA ♦ San Dimas, Ca ♦ Yorba Linda, CA �► San Bernardino County, CA An additional note for consideration, we are actively engaged with Public Works for the Right of Way Management solution also a part of the Accela Civic Platform, providing a single source for business process integration. Highlights of the Proposed Solution The Accela Civic Platform delivers powerful capabilities to automate the City's land development activities. Included in our core solution at no additional cost is Electronic Plan Check (EDR), it provides integration between The Accela Civic Platform and Adobe Acrobat Pro X for interactive electronic plan review (). We have also included in this proposal ePlanCheck, a second plan review option that offers a more robust, 100% web -based solution for the City's consideration. Also included in the platform is a highly flexible graphical workflow engine, 360-degree constituent relationship management, including Outlook/Exchange integration, and the ability to manage projects and parcels through an intuitive parcel parent -child management structure. The City's field inspectors and code enforcement officers are also provided with the tools necessary to do their jobs more efficiently both in the back office and the field. We view mobility as full spectrum of innovative tools built on our platform as opposed to single applications. Whether using our Accela Mobile ® 2015 Accela, Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 6 of 197 HB -491- Item 13. - 256 MAccela Office solution, or leveraging our apps on a Smartphone or iPad', the Accela mobility platform is there to provide solutions that make a field employee's job much easier and faster. In all cases, the Accela Civic Platform leverages your investment in your GIS. Accela GIS integrates seamlessly into all Accela applications, displays the City's GIS layers without needing to move, copy, or alter that data in any way. The Accela Civic Platform can become as "Geo-centric" as the City needs. Underscoring the deep GIS integration is the fact Accela was awarded the 2013 Esri Partner Conference Award for Private (Internal) Web Application for The Accela Inspector V- Jot U0 > V...-ft v» �r >V- W Accela Civic Platform. The Esri Private Web Application Award is given to the company who demonstrates practical yet innovative solutions with ArcGIS 10.1, nominated by various Esri staff and distributors. An essential element of the Accela Civic Platform, and generally the one with the highest visibility, is Accela Citizen Access. Whether it is a citizen, architect or a developer, City services are available 24/7 to your constituents. The Citizen Access provides services as simple as applying for a water heater permit, or as complex as navigating through a City project, constituents and customers have the ability to stay in lock step with the City throughout the entire process. With robust search engine, online applications, Electronic Document Review and Social Media integration with Twitter and Facebook, Accela Citizen Access provides the backbone for powerful community engagement services so the City's customers will never feel out of touch with their government. A concrete example of Accela Citizen Access' potential to provide real business value to both Huntington Beach's staff and constituents is the ability to provide Developers and Contractors with online pre -application review services, which allow Developers and Contractors to get an environmental determination report on a given piece of property online and prior to actually moving forward with any applications. Thus, To get more information on the various Accela Apps, including 3rd party developer apps, please visit http://Nv\vw.accela.com/civic-apps. Included at this page are download links for demo versions of Accela Inspector, Accela Code Officer, Accela Work Crew, and Accela Analytics. ® 2015 Accela, Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 7 of 197 Item 13. - 257 HB -492- MAccela Developers, Contractors and City staff save time by avoiding re- submitting applications as well as other potential mistakes prior to submission. (hltp://bitly.conn AccelaPreAppRevietir) In addition, the Accela Citizen Access and its add -on product are the first and only Section 508 compliant land management software solution on the market that fully support the use of assistive technologies. These technologies includes the JAWS® text -to -speech reader, text -to -Braille hardware and browser -based tools for screen color and contrast, enabling those with sight impairments to make effective use of these products. Pricing & Deployment Options Proposed Based on the City's requirement for an on -premise deployment of the proposed Enterprise Land Management system, we have included in our pricing sheet named user software licenses for the Land Management module, Accela License and Case Management, Accela Citizen Access, Accela GIS and Accela Mobile Office. Alternative Deployment Options: In the event the city develops interest in deploying in a cloud based environment, whereby the software is not purchased but subscribes to the software. If the City prefers a combination of the two options where you purchase the software licenses vs. subscriptions, but still are hosted in the Accela Cloud, Accela can also provide Accela's Managed Services, which assumes Accela is responsible for all hardware, application administration, disaster recovery, upgrades, staff, etc. Additional information and pricing upon request. As a point of reference and information. For over 10 years Accela has successfully delivered the Accela Civic Platform as a Cloud -based solution, saving agencies — from large metropolitan centers, to small rural counties and cities — significant infrastructure and resource costs involved in staffing and maintaining commodity systems. Some Accela customers leveraging Accela's Cloud infrastructure include: ♦ City/County of San Francisco, CA ♦ Oakland, CA ♦ Atlanta, GA Charlotte, NC ♦ Milwaukee, WI ® 2015 Accela, Inc. All tights mserved Huntington Beach, CA Enterprise Land Management Software System & Implementation Services HB -493- RFP #2015-0319 Page 8 of 197 Item 13. - 258 MAccela Conclusion In any evaluation process, it is just as important to consider the strength and history of a company as to consider the solution itself. We are confident that the Accela Civic Platform provides the best ingredients of success: Experience and domain expertise, breadth and scope of solutions, use of the latest technologies, the mitigation of project risk, ability to deliver as promised, and the sheer size of our customer base. In the end, these reasons will contribute to the successful project outcome that City stakeholders envision. Accela appreciates this opportunity to earn the City's business for its Enterprise Land Management System project. We look forward to the opportunity to provide a demonstration of the platform to further communicate why it is the best solution for the City. Q 2015 Accela. Inc. All rights resewed Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 9 of 197 Item 13. - 259 HB -494- MAccela (This page is intentionally left blank.) Q 2015 Accela, Inc, All rights reserved Huntington Beach, CA Enterprise Land Management Software System & Implementation Services mr�sn RFP #2015-0319 Page 10 of 197 Item 13. - 260 MAccela 2 Scope of Services We understand and fully support the City's goal of purchasing an integrated system that will improve employee productivity and provide a long-term solution that the City employs to manage the services they provide the residents of Huntington Beach. Our team appreciates the importance of the Enterprise Land Management project. We understand that the City values the success of its employees the same way as it values the success of its business partners and citizens. Our proposed product portfolio to the City includes: ♦ Land Management ♦ Licensing and Case Management ♦ Citizen Access Mobile ♦ GIS These products of Accela Civic Platform are designed to deliver the best business results that link to the City's goal of ♦ Leverage a state-of-the-art solution embracing best business practices embedded in the software ♦ Provide robust Mobile support for field inspections, especially staff with iPad devices ♦ Utilize a GIS based software application compatible with the City's current GIS system ♦ Implement an out -of -the -box software package that limit the amount of customizations (i.e., changes to source code) thus minimize the additional cost ♦ Enable City staff and public users with a web -bases, user-friendly system Based on information provided by the City, and our research based on 45 application types including building, fire, zoning, public works and special event permits available on the City website, we conclude a phased implementation approach is the best way to deliver the desired system to the City staff and its stakeholders. We are proposing the following breakdown for Departments and applications types over a 24-month period, with each phase being 12 months. W 2015 Accela, Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 11 of 197 Item 13. - 261 HB -496- MAccela 1 Building Building Permit 1 Building Combination Permit 1 Building Electrical Permit 1 Building Plumbing Permit 1 Building Re -Roof Permit 1 Building Swimming Pool/Spa 1 Building Solar Permit 1 Building Code Complaint 1 Building Code Violation 1 Building Code Violation Abatement 1 Planning Coastal Development Permits 1 Planning Conditional Use Permits 1 Planning Entitlement Plan Amendments 1 Planning Preliminary Plan Reviews 1 Planning Variance 1 Planning Temporary Use Permits 1 Planning Limited Sign Permits 1 Planning Temporary Sign Permits 1 Planning Temporary Event Permits Huntington Beach, CA A 2015 Accela, Inc. All rights reserved RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 12 of 197 xB -497- Item 13. - 262 MAcceta 1 Planning Animal Permits 1 Planning Certificate of Compliance 1 Planning Address Changes 1 Planning Lot Line Adjustments 1 Planning Affordable Housing Compliance 1 Planning General Plan Amendments 1 Planning Zoning Map Amendments 1 Planning Zoning Text Amendments 1 Planning Tract Maps 1 Planning Tentative Parcel Maps 2 Fire Fire Code Permit 2 Fire Fire Clearnance 2 Fire Fire Protection System 2 Fire Fire Sprinkler System Permit 2 Fire Fire AboveGround Tank Permit 2 Fire Fire Soil Gas Permit 2 Fire Fire Underground Tank Permit 2 Fire Fire Alarm System 2 Fire Film Permit 2 Finance Standard Business License Huntington Beach, CA �� 2015 Accela, Inc. All rights reservetl RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 13 of 197 Item 13. - 263 HB -498- MAcceta 2 Finance Home Based Business License 2 Finance Special Event Business License 2 Public Works Encroachment Permit 2 Public Works Temporary Parking Permit 2 Public Works Storage Bin Permit 2 Public Works Recycling Bin Permit During the implementation, we will leverage Accela Best Practice Templates that are built around most commonly adopted agency record types, forms and reports. This method echoes the City's call for a continually enhanced solution to support industry best practices and requirements for local government. Best Practice Templates (BPTs) allow an agency to deploy e-government services right out of the box, including pre -configured workflows, data structures, fees, business logic, standard reports, and web forms. These templates are a culmination of 34 years of experience of Accela working with government agencies to streamline and make government services more efficient. In addition, a dedicated Accela team is improving the BPT repository on a quarterly basis. Our proposed service team offers a proven commitment to the City and an unparalleled level of project experience. Accela will work with IK Counsulting, LLC, an experienced services company that has been working with the Accela products since 1995. IK Consulting has been a certified partner since the inception of the Accela Partner program. Having worked with over 50 Accela clients, IK Consulting offers highly skilled and experienced design, implementation and business process specialist that will deliver the Accela system to meet an agency's business needs. IK Consulting, LLC was created by Melissa Kern and Connie Ingram who developed their expertise in Accela products while working within Arizona jurisdictions for over 20 years. IKC's expertise lies in a substantial knowledge of government rules and regulations, land development processes, constituent related customer service needs, and land development software (including Accela Automation). IK Consulting has provided Accela implementation services for over 40 government agencies. A sample of successful implementations includes Santa ® 2015 Accela, Inc. All rights resewed Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 14 of 197 HB -499- Item 13. - 264 MAccela Rosa, CA; Monterey Park, CA; Peoria, AZ; and Fort Worth, TX. With Accela Project Management Approach and Implementation Methodology, we aim to work closely with the City to provide sufficient support during the implementation, without compromising its ongoing operations. Accela Civic Platform is built on an expandable open source technology that can grow beyond the City's current needs. Specifically, Accela, developers, and partners are working together to build and deliver apps and services that improve productivity for professionals, address community issues, and connect and engage citizens with their governments. We work with organizations like Code for America and Tumml to spur innovation and build a vibrant ecosystem around our platform. Developers are also equipped with Accela's Mobile Software Development Kit (SDK) to drive innovation on their own. Aside of our proposed Land Management solution, Civic Platform houses a family of integrated product that fits the needs of diverse agency departments. For instance, our Right of Way Management provides a map -centered solution that solves the problem of coordinating road construction projects and street activities between public works, utilities, Federal, State, City, and County agencies, while keeping citizens informed. As we are aware that the City is considering to purchase a modern technology as such, we have included a brief product description of that solution for the City to review. ® 2015 Accela, Inc. All ngMs reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 15 of 197 Item 13. - 265 HB -500- MAccela (This page is intentionally left blank.) 0 2015 Accela. Inc. All rights reserved Huntington Beach, CA Enterprise Land Management Software System & Implementation Services HB -501- RFP #2015-0319 Page 16 of 197 Item 13. - 266 MAccela 3 Company Background 3.1 Company Background A. Amount of time the company has been in business Accela, Inc. was incorporated in California in 1981, the company has been serving both domestic and foreign government agencies for more than 34 years. B. Most recent audited financial statements. A full copy of our most recent audited financial statement is included in Section 14, Other Supporting Documents of our response. Accela is a privately held company, we appreciate the City for keeping our financial statement confidential to any other third parties. C. A brief description of the company size (number of employees, revenues) and organizational structure. By February 2015 Accela employs 455 talents across the globe. The company has a reported revenue of over 70 million in fiscal year 2013. Given we are a private company we appreciate such information to be kept confidential by the City. A diagram of our executive team organization chart is shown below to illustrate the company structure: Accela Executive Team Organizational Chart ® 2015 Accela. Inc. All nghls reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 17 of 197 Item 13. - 267 1x13 -502- Accela D. Amount of time and what experience vendor has in the public sector, particularly public sector clients of similar size, complexity and type of business to the City. Accela has more than 34 years of experience serving the public sector with its technology and services. The company has mover than 1000 customers today, amongst which 45 are currently live with the proposed Land Management and Licensing and Case Management solution of similar size to the City of Huntington, with population ranging from 100,000 to'100,000. Across the State of California there are 47 municipals using the same proposed solutions on a daily basis. For detailed information please refer to our response to 3.2 Client/User Base, question A. M Accela Sierra Computer Tidemark Systems Founded - Founded 79 80 81 Accela Corporation Founded • 2C14 Accela Acquires GeoTMS, IQM2. Envista, Kinseil and Government Outreach Software 2013 s Accela Acquires Tidemark $40MM Capital Raised '( and Merges with Kiva I 2000 2008 P 3G':5 KivaA Sussex Business, Accela, Inc. Established, Accela South Pacific Accela Acquires Founded Systems Founded Merging with Sierra Computer Operations Commence - Springbraok Software Systems and Open Data Systems and SoftRight « t?� 200:` 2010 Open Data Accela Acquires 1 Accata Middle East Systems Founded Sussex Business (Operations Commence 82 83 84 85 86 87 88 89 90 91 a Corpe-ate. Event • Expansion • Product Milestone Systems 92 93 94 95 96 97 98 99 00 01 02 03 04 05 06 07 08 09 10 11 12 13 I 14 15 2003 ; 2012 Accela GIS Mobile Apps (for $mortPhones) I 2000 i 200 ! I +2014 Accela Automation Accela Mobile Civic life (wab-based) Office 2005 +2012 12001 Yantage350 Construct APIs, App Store 2077 ',I YelocltyHell Internationalization and 508 Compilance 20D6 Accela Citizen a 2D73 ? Ac, Civic Cloud 12011 a 2002 Accela Wireless Accela Analytics (on the iPad) 12013 CivicData.com Accela Corporate Timeline E. Evaluations of the software and /or services firm by industry analysts. A research report published by the Center of Digital Government in 2014 is attached in Section 14, Other Supporting Documents of our response. According F 2015 Accela. Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 18 of 197 HB --50Item 13. - 268 MAccela to their research of the 50 largest US Cities' use of automated lad management systems, 25% of the surveyed cities are now Accela customer. r 2015 Accela, Inc. All ngbts res Ned Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 19 of 197 Item 13. - 269 xB -504- MAccela F. List of any terminated public sector projects. Please disclose the jurisdiction and explain the termination. In March 2011, due to new administrative direction and agency -wide reorganization, the State of South Carolina terminated its contract. In August 2011, the South Florida Water Management District cancelled its contract due to lack of funding. In May 2012, the City of El Centro, California cancelled its contract due to its "dire economic situation" and a change in operating systems. 3.2 Client/ User Base A. List of `live" public sector customer installs by name and by state and indicate modules and versions used by these agencies, as well as how long the modules and versions have been in use at these agencies. The number of users should also be included. Please include: 1. Clients in California and the Southwest regions of the U. S. ll. Clients of similar size to the City in terms of employees, operating budget and number of monthly customers served. Today 218 live public sector customers are using the proposed Civic Platform Land Management or Licensing and Case Management modules on a daily basis. 47 municipals in California uses our Civic Platform, 50% of them are on the most current version of 7.3.3. The number of users varies according to the agency workforce size and the population that it serves. If we expand the geographic scope to the Southwest regions of US, including States of California Nevada, Arizona, Utah, Colorado, New Mexico, Kansas, Oklahoma and Texas, the account number increase to 78. Given the length of the list, we did not include the detail of each of these customers. Live Accela Clients in California State of California Lands 38041430 4/2/2014 Land Management Commission State of California - Coastal 1 8/7/2013 Land Management Commission State of California - Dept of 38332521 Water Resources State of California - Natural 38400000 8/7/2013 Resources Agency State of California - OSHPD 0 12/15/2011 Land Management 0 2015 Accela, Inc. All rights resmed Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 20 of 197 1113 -SOJ- ^7 Confidential and Item 13. - 2 / 0 MAcceta Hewlett Packard - SDCo 3177063 8/27/2009 Land Management San Diego County, CA 3177063 8/27/2009 Land Management Berkeley, CA 115403 10/10/2013 Asset Management; Land Management; Licensing and Case Management Chula Vista, CA 252422 Land Management; Licensing and Case Management Concord, CA 124711 3/12/2013 Asset Management; Land Management Contra Costa County, CA 1079597 9/25/2009 Land Management Downey, CA 113242 8/26/2012 Land Management Kern County, CA 856158 6/23/2014 Land Management Monterey County, CA 426762 4/15/2009 Land Management; Licensing and Case Management; Service Request Oakland, CA 406253 7/15/2014 Land Management Ontario, CA 167211 4/3/2009 Land Management; Licensing and Case Management Placer County, CA 361682 6/25/2014 Land Management Rancho Cucamonga, CA 170746 7/31/2014 Land Management Roseville, CA 124519 7/11/2013 Land Management Sacramento County, CA 1450121 1/1/2009 Land Management; Licensing and Case Management Sacramento, CA 475516 2/21/2007 Land Management San Diego, CA 1345895 San Mateo County, CA 739311 12/17/2013 Land Management Santa Barbara County, CA 431249 3/26/2009 Land Management 0 2015 Accela, Inc. All rights reseed Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 21 of 197 Item 13. - 271 1 Confidential and Proprietary MAccela Solano County, CA 420757 10/15/2013 Land Management; Licensing and Case Management; Service Request Torrance, CA 147027 5/16/2013 Licensing and Case Management Port of San Francisco 837442 7/17/2007 Land Management Alameda, CA 75641 2/26/2008 Land Management Benicia, CA 27426 1/15/2002 Land Management; Licensing and Case Management Grass Valley, CA 12840 4/15/2009 Land Management Hermosa Beach, CA 19506 4/6/2009 Asset Management; Land Management Livermore, CA 83547 Land Management Los Gatos, CA 30141 4/15/2009 Land Management Martinez, CA 36673 2/23/2011 Land Management Napa County, CA 139045 10/8/2008 Land Management; Service Request Newport Beach, CA 85186 Palo Alto, CA 66363 6/22/2009 Land Management Paradise, CA 26216 2/10/2009 Land Management Perris, CA 69967 3/11/2015 Land Management Pleasant Hill, CA 33831 1/1/2007 Land Management Pleasanton, CA 72338 6/30/2009 Land Management San Leandro, CA 86071 Land Management; Service Request Walnut Creek, CA 64173 4/14/2009 West Sacramento, CA 49523 10/31/2013 Land Management; Licensing and Case Management Yorba Linda, CA 64234 Land Management Ventura County, CA - Water Shed 1 District Ventura County, CA - Fire District, 1 10/26/2009 Land Management CA t 2015 Accela, Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 22 of 197 HB -507- Confidential and Item 13. - 272 MAccela *Customer information shown in the table above is considered confidential,- Accela appreciates the Cityfor keeping such data from external parties. In the table below we have listed our live Civic Platform customers with similar population size to the City, specifically the spectrum covers cities with 150,000 to 250,000 population. Accela Clients with Similar Size to the City of Huntington Beach Chandler, AZ 245628 9/25/2009 Land Management Mohave County, AZ 200186 11/17/2010 Land Management Peoria, AZ 159789 12/10/2009 Land Management Tempe, AZ 161719 4/14/2009 Land Management Grand Rapids, MI 190411 11/5/2010 Land Management; LGM - Agenda and Minutes Buncombe County, NC 244490 3/15/2011 Land Management Onslow County, NC 183263 10/23/2007 Land Management Charlotte County, FL 162449 11/24/2009 Land Management; Licensing and Case Management Cabarrus County, NC 184498 12/22/2008 Land Management Canyon County, ID 193888 8/21/2012 Land Management Ontario, CA 167211 4/3/2009 Land Management; Licensing and Case Management Chattanooga, TN 171279 3/1/2007 Land Management Unified Government of 157505 7/8/2008 Land Management Wyandotte County, KS Springfield, MA 153552 12/7/2010 Land Management Spokane, WA 209525 7/18/2007 Land Management; Licensing and Case Management Madison, WI 240323 3/30/2010 Asset Management; Land Management; Licensing and Case Management; Service Request Barnstable County, MA - Cape Cod 214990 Land Management; Licensing and Commission Case Management; Public Health and Safety; Service Request South Metro Fire Rescue Authority 198000 12/11/2014 Land Management CO 0 2015 Accela, Inc. All rights reseed Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 23 of 197 Item 13. - 273 HB -508- Confidential and Proprietary MAccela Jackson County, OR 203206 3/18/2009 Land Management Chesapeake, VA 225050 Land Management Tacoma, WA 200678 Land Management Rancho Cucamonga, CA 170746 7/31/2014 Land Management Deschutes County, OR 158629 Land Management; Oregon Full Use License *Customer information shown in the table above is considered confidential; Accela appreciates the City for keeping such data from external parties. B. Identify any national or regional user groups. There are I national user group and 1 I regional user groups. Members can engage with each other easily online through Accela Community. In addition, the online portal houses 40 other user groups focusing on diverse product functional areas, users can browse these pages to find quick answers to their topic of interest. ry' All Region " -- Asia/Pacific Regional Group AR ? TW All Region group Whigs together ACCela Users - The ASiafPadfiC R"iona€ Grout brmn s. togeiEer ' 85 members $ 13 members Mid-Atlantw Regional Group � _ Middle East and Afrka Regional Group A The tAlQ-AtWntX USK Group brings together Atteta The € fiddle EaSt & AfFita Regraaa! GroulD DNrQ5 ' 34 members 13 members g Midwest Regional Group The Cwowest User Group brmgS together A€zeta ? �� No,Cal Regional Group The Northern California User Group brings together U 45 memiwrs SS members i fi Northeast Regional Group Paclfic Northwest Regional Group r ,�€ the WrtheaSt Use; Croukn brings together ACCeia I G" YY fine pactf3[ NottiElYBSr Use"' (ir(E41n or'ings together `�. 37 members � � 47 members SoCai Regional Group Southeast Regional Group r9rC-A The SoUtheR1 CaWiet rnia User Grout) brings together 5E The 50utheasr Ul ! Group brings tsgetner ACCela p € 43 members ;. .5 members Southwest Regional Group &t Phe SOUtlFN'esr User Group Or EQrgS tCa,)ether ACCela 48 memperS ..__.. ......___ .. ................ ....... Regional User Groups C 2015 Accela. Inc. All rights reserved Huntington Beach, CA Enterprise Land Management Software System & Implementation Services RFP #2015-0319 Page 24 of 197 Confidential and Item 13. — 274 HB -509- MAccela MA=ta S C A socal Regnorkat Group wssaemoN inr,-sar*d*, saaiarr>a �sr 3@iSt-+-f Ehffi1H 4')a"+N>1 tAatG+a GfSS ANffi'JdXt rd 0PX{.. 7?Wt'S h re.&xn 4 AsyyaMp(J{jp m St# ;xb+nr �'tc-? et�tueati b�.e� at+nx's ez�e.asawafn^. ipaee x�ar aKF I:e1LR usae'L � 5:»O-NSA- CAa2.QaEsa pnp PYtRA et Fiewieis.. wo;;) W s .•':+^E'nV. S+h:M:C b-'^'*A'C.-�:.� YEYRt'A'� A�:. .. AY c6dlGta LYkPRSdR Favitl AaaA tngrM'"b-1. CO N Set+Om°m as rKemexkp eNCto.N W Aa .-+Weam rt V—h PW6 7.pp'a0e. GrW wort rly Ke ,, Grw Aul a R M +a c n< 0.ft :. U. sasiswm ot<*.l«r.. AxYxs cl't1k'u_ G— pv— 11-71 ors 4, ux" ca ormrm Po�i�srza€>Eatart .e R.�ann:_ zn wrto8'.* S.wwrvxM 0.� SA.n '.tea ffiYs'F .GYM 9Y'3e cM W ' ..... ......... ....... ......... 0*, i* Aa: CM+t Awww GMaF Peen AHees! M Ct14 of i.M:Ni!r.,. Conp'MxMa[aoM AbefgX cwtbgr. xz43:s Cmrroa ar+xxern ax:xs w mp:Nw�r»:.x.-riasant.xawat>�i�xri.'atenavruea�'P.f :A. 2015��3KUY'�!'Wrcaftexemipa�lrs'parernrtttnt�frniw+'cpi- J�san r4nt iq@.yyeYk+-iCPNMY#Nt'P`#IY?`tt- a•,.: Uop >ksss ..aaep i.. av C'�+wen} a.+n 3R» YWMft 3Rk '2bC'lY e;ye Aa AA^. %Ar�th:M. YrMrtte SoCal Regional Group C. Identify if your company holds an annual or biannual user conference and typical locations where they are held. Accela holds annual user conferences. Next user conference, Accela En' -'aye will take place in JW Marriott in Los Angeles, CA during August 24-28", 2015. D. Any material (including letters of support or endorsement from clients) indicative of the vendor's capabilities. We encourage the City evaluation panel member to read the letter of recommendation from Linda Liu, Project Manager of Santa Barbara County, CA on the last page of this section. Aside of the support letter from Santa Barbara County, we have also included customer success stories around solutions we present with our proposal in Section 14, Other Supporting Documents: Land Management - eBook of Leading by Example: Government Agencies Build Better Communities gathers case studies of six cities and three counties across the US, summarizing their best practice in leveraging Accela Civic Platform to maximize efficiency, engage with citizens and satisfy business partners. Quotes of project managers in these agencies can be found throughout the book. �1 7 J HB -510- e © 2015 Accela, Inc. All rights reserved G Item 13. - / Page 25 of 197 MAccela ♦ License and Case Management — Lenexa, Kansas doubles licensing volume and gets businesses up and running faster. ♦ Right of Way Management — Baltimore, MD and Kenton Co, KY uses Accela ROW to save costs and enable proactive coordination. ♦ Legislative Management — Reno, NV improves efficiency while complying with stringent open meeting law requirements. 3.3 Business Partnerships and Certifications A. .....______ Identify any certifications held by your firm if you are implementing or reselling another vendor's products. Accela is the manufacture and owner of the proposed Civic Platform. B. If partnering, the amount of time the implementer has worked with the software vendor and how many implementations the two parties have completed together. IK Consulting, LLC was created by Melissa Kern and Connie Ingram who developed their expertise in Accela products while working within Arizona jurisdictions for over 20 years. IKC's expertise lies in a substantial knowledge of government rules and regulations, land development processes, constituent related customer service needs, and land development software (including Accela Automation). IK Consulting has provided Accela implementation services for over 40 government agencies. A sample of successful implementations includes Santa Rosa, CA; Monterey Park, CA; Peoria, AZ; and Fort Worth, TX. C. Provide resumes of key project individuals, as well as all expected system implementation staff. The City will reserve the right to request assignment or reassignment of staff at any time during the project We propose to the City an exceptional implementation team with the following member: • Cindy Sullivan as Executive Oversight/Director • Paul Rose as Technical Consultant • Melissa O. Kern as Managing Partner • Constance C. Ingram as Implementation Consultant • Sherrie Deshroon as Reports Manager 0 2015 Accela, Inc. All rights reserved HB -511- Pap Item 13. - 276 M Acce(a . .................... _........................................................... .......... _...................................................................... _......... ...................... ..................................................... Proposed Executive Oversight/ Director EXPERIENCE ACCELA, San Ramon, CA Senior Program Manager (June 2014 to Present) Oversight for Western Region Accela Automation implementation projects ensuring operational performance exceeds expected standards. Managed the successful implementation of Accela Automation for the City and County of Denver's Excise and License Department. COMMVAULT, Pleasanton, CA Regional Manager Professional Services (2008-2013) PRIMETECH CONSULTING, Huntington Beach, CA Director Business Development (2005-2007) AGILYSYS, Irvine, CA Professional Services Business Manager (2001-2005) SGI FEDERAL, Mountain View, CA Western Region Service Sales Executive (1999-2001) GE CAPITAL IT SOLUTIONS, San Francisco, CA Senior Project Manager (1997-1999) DECISIONONE, San Ramon, CA Major Account Manager (1995 —1997) EDUCATION University of Phoenix, Information Technology Heald Business College, Accounting and Computer Programming— Bachelor Degree Equivalent Diablo Valley College, Business Management — Associate Degree Confidential and Proprietary Item 13. - 277 xB -s ) ?- M Acceta (This page is intentionally left blank.) Confidential and Proprietary xB -s 1-3- Item 13. - 278 M Accela SUMMARY . r wRNO a�\.a�[ Mr. Rose is a Lead Technical Consultant in Accela's Services department. He is responsible for managing new account implementations of Accela's government enterprise software solutions. Mr. Rose is the lead implementation resource for many of Accela's peripheral add -on products such as Accela Mobile Office, Accela Wireless, Accela GIS and Accela Citizen Access as well as installation and configuration of the client hosted Accela Automation product suite. He has over years 35 years of business technology experience, 26 years at Accela with a focus on professional service and project management roles. Accela, Inc. - San Ramon, CA Seattle, WA (9/2013-present) • Implementation of Accela Automation, Accela GIS, Accela Mobile Office, Accela Mobile Gateway/Apps and Citizen Access. • Technical Lead responsible for the installation of Accela Automation, Accela GIS and Citizen Access in a on premise/client- hosted environment. I worked directly with city IT staff from initial network and hardware requirements through the installation of all Accela products. This is a multi -phase project with the initial phase for Rental Registration and Inspections. Multiple environments were installed for Development, Test, Training, Staging and Production with both Staging and Production being load balanced for high availability and performance. I provided System Administration training for the overall system installation as well as Accela GIS and Accela Mobile Office. Kern County, CA (1/2013-4/2014) • Implementation of Accela Automation, Accela GIS, Accela Mobile Office, Accela Mobile Gateway/Apps and Citizen Access. • Technical Lead responsible for the installation of Accela Automation, Accela GIS and Citizen Access in a on premise/client- hosted environment. I worked directly with county IT staff from initial network and hardware requirements through the installation of all Accela products and provided System Administration training. This project was an upgrade from the Permits Plus legacy software to Accela Automation and they went live on 3/24/2014. 1 continue to provide post go -live support as needed. Bernalillo County, NM (12/2012-11/2013) • Implementation of Accela Automation, Accela GIS, Accela Mobile Office, Accela Mobile Gateway/Apps and Citizen Access. • Technical Lead responsible for the installation of Accela Automation, Accela GIS and Citizen Access in a on premise/client- hosted environment. This project was an upgrade from the Kiva legacy software to Accela Automation. I provided System Administration training for Accela Automation, Accela GIS and Accela Mobile office. Berkeley, CA (1/2012-present) • Implementation of Accela Automation, Accela GIS and Citizen Access. • Technical Lead responsible for the installation of Accela Automation, Accela GIS and Citizen Access in a on premise/client- hosted environment. Continued support of additional Accela products including Accela Mobile Office and configuration of Accela GIS for Offline GIS maps. Clackamas County, OR (10/2011-12/2013) • Implementation of Accela Automation, Accela GIS, Accela Mobile Office and Citizen Access. Item 13. - 279 HB -514- Confidential and Proprietary M Accela Technical Lead responsible for the installation of Accela Automation, Accela GIS, Mobile Office and Citizen Access in a on premise/client-hosted environment Lincoln, NE (9/2011-9/2013) • Implementation of Accela Automation, Accela GIS, Accela Mobile Office and Citizen Access. • Technical Lead responsible for the installation of Accela Automation, Accela GIS, Mobile Office and Citizen Access in a on premise/client-hosted environment Omaha, NE (2/2011-10/2011) • Upgrade/Implementation of Accela Automation, Accela GIS, Accela Mobile Office and Citizen Access. • Technical Lead responsible for the upgrade/installation of Accela Automation, Accela GIS, Mobile Office and Citizen Access in a on premise/client-hosted environment Ventura County, CA (9/2010-7/2013) • Implementation of Accela Automation, Accela GIS, Accela Mobile Office and Citizen Access. • Technical Lead responsible for the installation of Accela Automation, Accela GIS, Mobile Office and Citizen Access in a on premise/client-hosted environment San Diego County, CA — New Phase 3 Environments (7/2010-7/2013) • Implementation of Accela Automation, Accela GIS, Accela Mobile Office and Citizen Access. • Technical Lead responsible for the installation of Accela Automation, Accela GIS, Mobile Office and Citizen Access in a on premise/client-hosted environment Wood Buffalo, AB, Canada (1/2010-12/2010) • Implementation of Accela Automation, Accela GIS, Accela Mobile Office and Citizen Access. • Technical Lead responsible for the installation of Accela Automation, Accela GIS, Mobile Office and Citizen Access in a on premise/client-hosted environment King County, WA (12/2009-11/2013) • Implementation of Accela Automation, Accela GIS, Accela Mobile Office and Citizen Access. • Technical Lead responsible for the installation of Accela Automation, Accela GIS, Mobile Office and Citizen Access in a on premise/client-hosted environment EDUCATION Computer Programming - International Business College — Fresno, California Architecture - College of the Sequoias — Visalia, California s....... REFERENCES Joseph Clark, Manager Information Systems - Ventura County Resource Management Agency 800 S. Victoria Ave, Ventura, CA 93009 (805) 477-7135 Joseph.Clark@ventura.org Stan Reichert, Information Technology Department - Oklahoma City, OK 100 North Walker, Suite 600, Oklahoma City, OK 73102 (405) 297-3886; stan.reichert@okc.Rov Maria Pabon, Project Manager Electronic Services Portal - California Office of Statewide Health Planning and Development 400 R Street, Suite #387, Sacramento, CA 95811 Confidential and Proprietary Hs -515- Item 13. - 280 (916) 326-3909, Maria.PabonC@oshpd.ca.gov m. .;, . SKILLS AND Q..UALIFICATIONS Operating Systems Windows 7, XP, 2000, NT Windows Server 2000/2003/2008/2012 Windows NT Server 4.0 UNIX Databases Oracle MS SQL Server MS Access Programming Languages Visual Basic COBOL HTML SQL XML Application Software MS Office Suite MS Access MS Project Visio M Accela Item 13. - 281 I L-INC' Confidential and Proprietary MELISSA O. KERN IK Consulting, LLC Summary Of Qualifications • Over 13 years experience as an Information Systems professional. • Over 25 years experience working in the Building Industry. • Certified Novell NetWare Administrator, Certified Software Manager and Accela Certified Partner. • Proven effective management skills with involvement in departmental management decisions. • Exceptional focus and follow-through abilities. Innovative thinker, creative, and resourceful. • Strong troubleshooting and problem -solving skills. • Detail -oriented, multi-tasker with strong organizational skills. • Outstanding dedication to customer service and client relations. Professional Experience IK CONSULTING, LLC, Tucson Arizona Managing Partner May 2002 to Present • Partner in consulting firm that provides business process analysis, configuration (including items such as workflow, inspections, form design, event, scripts, user defined data, fees, etc.), data conversion, reports, testing and training for various software systems, including Accela Automation. • Manage migration and conversion of data from Accela legacy platforms to Accela Automation, as well as many legacy mainframe and other databases. Data review and cleanup of existing systems prior to migration to ensure data integrity and usability. • Design and develop custom reports for documents, memos, letters, permits, workload, statistical/monthly counts, financial, and workflow data using Access, SSRS and/or Crystal Reports. • Work closely with other vendors to integrate additional solutions with Accela Automation, such as IVR, GIS, Mobile and Financial systems. • Training courses offered for Accela Automation in the following areas: User/Utilization, Administration, Core Team, Database Schema and Reports, Accela Mobile Office, Accela Citizen Access Administrator and Customer Service. CITY OF PEORIA, Peoria, Arizona Contract Management Analysis February 2003 to December 2009 and SYSTEMS TECHNOLOGY GROUP, INC., Phoenix, Arizona Contract Staff for City of Peoria Information Technology January 2010 to December 2010 • Responsible for the Engineering Department Permits Plus record types, documents, and necessary programming for new processes as well as maintenance of existing process types for fee increases and/or new fee processing. • Creation of all reports and forms necessary for daily business, management of workload, and financial comparisons. • Key staff responsible for the analysis, configuration, process mapping and testing of the new processes created in Accela Automation for the Engineering Department. • Instrumental in the mapping process for migration from legacy platform to Accela Automation for the Engineering Department, and assistance with three (3) other departments at critical times. • Creation of over 100 custom reports, letters, documents, and permits for utilization with Accela Automation utilizing Crystal Reports for multiple departments in the City. • Provide assistance with the scripting and testing, as necessary. FIB -517- Item 13. - 282 • Creation of custom user documentation for training purposes. Conducted User/Utilization training. • Provide custom documentation and training for key staff for Reporting, Queries, and other features. PIMA COUNTY DEVELOPMENT SERVICES DEPARTMENT, Tucson Arizona Permitting Development Manager November 1998 to September 2001 Permitting Development Coordinator December 1995 to November 1998 Administrative Support Specialist 1 March 1994 to December 1995 and TOWN OF ORO VALLEY, Oro Valley, Arizona Permitting and Office Manager September 2001 to December 2003 • Manage the process analyses and mapping of, as well as the design and implementation of, manual processes into an automated process. Additionally, manage conversion of existing automated processes into the Permits Plus software. • Research and develop reports of various permit data, perform statistical analysis, and manage all internal and public reporting requests using MS Access or SQL. • Oversee and provide technical expert support for all applications used within the department including the Interactive Voice Response system, hardware, and network assistance. • Train, assign work load and supervise four (4) programming, systems analyst and processing support staff as well as the Help Desk staff at Pima County, AZ. • Train, assign work load, and supervise four (4) Building and Administrative staff members as well as manage the Building Counter with the daily functions related to all Building and Permitting activities at the Town of Oro Valley, AZ. • Responsible for all security design, implementation, and maintenance for Departmental software. • Create new documentation for processes and procedures, and supervise all training for 120+ users. • Instrumental in the original design, call flow, and implementation of the joint Pima County/City of Tucson Interactive Voice Response (IVR) system utilized to schedule/update building inspections. • Manage contracts and Intergovernmental Agreements utilized by the Development Services Department. • Manage monthly report for revenues and comparison of income to provide budget projections. Instrumental in yearly budget preparation for the Development Services Department. Related Experience PIMA COUNTY DEVELOPMENT SERVICES DEPARTMENT, Tucson Arizona Subdivision Coordinator March 1993 to March 1994 Assistant Subdivision Coordinator October 1988 to March 1993 Public Service Clerk August 1986 to October 1988 Clerk September 1984 to August 1986 • Manage and coordinate daily activities of all review processes required for subdivision plats and development plans review within the Subdivision Coordination Office. • Assisted in the system design, evaluation, and implementation of the computerized Subdivision Tracking System utilized by the Subdivision Coordination Office. • Work with the public to provide information regarding policies and procedures for compliance with land uses, zoning, and building codes requirements. • Basic review and processing of plans submitted for building and zoning permits. • Process requests for inspections and update records to determine finalization of building projects. • Establish and coordinate a system to monitor expired permits and the non-compliance of Building Codes. • Act as problem solving liaison between the Board of Supervisor's Office, County Departments, and constituents. Item 13. - 283 HB -518- Education And Training • BUSINESS ADMINISTRATION/COMPUTER PROGRAMMING, University of Arizona 1985 TO 1987 Successfully completed 24.50 credit hours. • BUSINESS ADMINISTRATION/COMPUTER PROGRAMMING, Pima Community College 1986 TO 1988 Successfully completed 21.00 credit hours. • SOFTWARE MANAGEMENT, Software Publishers Association NOVEMBER 1995 Obtained Software Manager Certification in December 1995. • NOVELL ADMINISTRATION 4X, University of Arizona MARCH 1996 Obtained CNA Certification for Novell 4X in January 1997. • SYSTEM ADMINISTRATION FOR MS SQL SERVER 7.0, DRA Software Training DECEMBER 2000 Successfully passed class examination. • MASTERING VISUAL BASIC 6.0 FUNDAMENTALS, DRA Software Training JANUARY 2001 Successfully passed class examination. • MASTERING VISUAL BASIC 6.0 DEVELOPMENT, DRA Software Training FEBRUARY 2001 Successfully passed class examination. • CRYSTAL REPORTS 1, 2 AND PROGRAMMING, DRA Software Training MAY 2001 Successfully passed class examination. • SSRS REPORTING, Clear Canyon Technologies, Inc. MARCH 2O13 Successfully passed class examination. Accela Automation Supplemental • Effective and successful Project Manager of many Accela Automation Land Management and Accela Automation Licensing and Case Management projects, ranging in all sizes from one department/module, to seven departments/modules, to assisting with only pieces of Accela managed projects (such as reports and/or training). • Complete business process analysis, leading multiple work teams from various departments across Enterprise wide agencies throughout the United States. • Establish user setup/security design and implementation for all areas of the software solution. • Creation/programming of many new process types for various divisions (building permit issuance, violation tracking, subdivision processing, address issuance, planning processes, business licenses, engineering processes, fire processes, gas well process, transportation processes, and others) for jurisdictions all across the United States. • Successfully managed numerous conversions of existing history data into newly created process, as well as multiple migrations to Accela Automation. • Create custom new user and system manager documentation for processes and procedures, and manage System Administrator and User Training sessions. • Regularly assist Accela Education department with teaching core Accela Automation classes, such as Core Team Training, Administrator Training, V360 Administrator Training, User Training, Accela Mobile Office Training, Database Schema Training, Report Writing Training, Data Mapping Too] Training and Accela Citizen Access Administration. • Design and implement calendaring system within various products to effectively manage multiple jurisdiction's inspection needs. Additionally designed calendars to manage Subdivision, Planning, and other process meeting and process due date schedules. • Manage and fulfill both internal and public reporting requests for data, using Access, Visual Basic, Crystal Reports, SSRS and SQL queries to access the data requested. • Define needs for additional functionality within the software, make necessary programming changes or work with Accela, Inc. to define necessary assistance, supervise testing prior to implementation, review/evaluate proper documentation and oversee implementation of new functionality. 1413 -519- Item 13. - 284 CONSTANCE C. INGRAM IK CONSULTING. LLC PROFESSIONAL EXPERIENCE: I.K. CONSULTING, LLC — MAY 2002 TO PRESENT Co -Own and operate a systems development consulting business. Work with various jurisdictions within the United States to develop, maintain and enhance Permits Plus and Accela Automation land development tracking systems. Provide business systems analysis, and process mapping, prior to automation to ensure the most effective process implementation for each jurisdiction. Provide comprehensive training sessions on the maintenance, administration and use of these automated systems. PIMA COUNTY DEPARTMENT OF TRANSPORTATION — AUGUST 2001 TO OCTOBER 2006 Supervised and managed multiple software developers and business systems analysts within the Department of Transportation. Coordinated with division managers and department heads to facilitate integration of systems between divisions and departments within the County. Lead the departments Process Mapping and Process Management efforts. PIMA COUNTY DEVELOPMENT SERVICES DEPARTMENT — AUGUST 1985 TO AUGUST 2001 Various increasingly responsible positions, ranging from Customer Service Representative to Application Software Support to EDP Project Supervisor. Responsibilities included assisting customers with permitting needs, training employees on various computer programs, development of three (3) permitting system programs over the duration of employment; including development and migration of each system (Parcel Management System, Permits DOS and Permits Plus). Supervised various customer service and IT systems personnel. INSTRUCTOR/TEACHING EXPERIENCE: PIMA COMMUNITY COLLEGE - JUNE 2010 TO PRESENT Adjunct Faculty Instructor certified to teach in the areas of Computer Information Systems, Computer Software Applications and Business. I.K. CONSULTING, LLC — MAY 2002 TO PRESENT Provide comprehensive classroom training on Permits Plus Software Administration, Permits Plus Software Utilization and Customer Service as well as multiple on- line training classes on Permits Plus software functionality. PIMA COUNTY — ADJUNCT FACULTY, TEAM LEADER — MARCH 2O02 TO OCTOBER 2006 Coordinated efforts between multiple departments to develop an Adjunct Faculty for Pima County Public Works departments. Responsibilities included the development, and teaching, of employee development classes including: Customer Service, Train the Trainer, Ethics & Conflict of Interest, Team Dynamics, Team Building, Quality Process Improvement and Process Mapping. PIMA COUNTY DEVELOPMENT SERVICES DEPARTMENT — 1985 TO AUGUST 2001 Provided one-on-one as well as class room training for department personnel on Networking, Email, Word Processing, Permits DOS and Permits Plus software. EDUCATION SANTA RITA HIGH SCHOOL — GRADUATED 1983 NHS PIMA COMMUNITY COLLEGE — 18 CREDITS EARNED UNIVERSITY OF ARIZONA — 12 CREDITS EARNED UNIVERSITY OF PHOENIX — BSBA 1991 WITH PROGRAM GPA OF 3.51 CERTIFICATES AND AWARDS: • MASTERY OF PROCESS MAPPING -- BUSINESS ENTERPRISE MAPPING, APRIL 2005 • CERTIFICATE IN PUBLIC POLICY & MANAGEMENT -- UNIVERSITY OF ARIZONA, DECEMBER 2004 • SUPERIOR SERVICE TEAM AWARD FOR ADJUNCT FACULTY -- AMERICAN SOCIETY FOR PUBLIC ADMINISTRATION, MAY 2003 • CERTIFIED TRAINER CERTIFICATE — ACHIEVEGLOBAL, MARCH 2O02 REFERENCES AVAILABLE UPON REQUEST Item 13. - 285 xB -520- r SHERRIE DISHROON r 1K CONSULTING. LLC Summary Of Qualifications • Over 20 years experience as an Information Systems professional. • Over 30 years experience working in the Building Industry. • Very detail oriented. • Effective management and communication skills to facilitate overall project success. • Ability to work with people as a team or independently. Professional Experience IK CONSULTING, LLC, Tucson Arizona Senior Implementation Consultant August 2010 to Present • Manage conversion of data from other systems into Permits Plus and Accela Automation. • Data review and cleanup of existing systems prior to migration to ensure data integrity and usability. • Design and develop custom reports for documents, memos, letters, permits, workload, statistical/monthly counts, financial, and workflow data using Access, SSRS, Visual Studio and/or Crystal Reports, against several backend databases. • Serve as project manager for wide variety of projects of various sizes from small modifications to full implementations of a new department/division. Facilitate weekly meetings for implementations, in absence of assigned Project Manager. • Training for various Reporting Tools and Database Schema CITY OF TUCSON, TUCSON, Arizona Customer Service Clerk May 1980 to Jan 1985 Clerical Supervisor Jan 1985 to Aug 1987 Systems Administrator Aug 1987 to December 2010 • Responsible for migration from a 3rd party system using Hewlett Packard to Permits DOS and then from Permits DOS to Permits Plus. • Responsible for the Development Services Department Permits Plus record types, documents, and necessary programming for new processes as well as maintenance of existing process types for fee increases and/or new fee processing. • Creation of all reports and forms necessary for daily business, management of workload, and financial comparisons using MS Access or SQL Server. • Creation of custom user documentation for training purposes. Responsible for training staff on systems - both user and administration training. • Provide support for applications used within the department including the Interactive Voice Response system. • Supervised various customer service and IT systems personnel. • Assist customers with permitting needs. Page 1 of 2 Proprietary and Confidential HB -521- Item 13. - 286 Education And Training • BUSINESS ADMINISTRATION/MIS, University of Arizona Bachelor's degree • NOVELL ADMINISTRATION 4X, University of Arizona Obtained CNA Certification for Novel] 4X in January 1997 • SYSTEM ADMINISTRATION FOR MS SQL SERVER 7.0, DRA Software Training Successfully passed class examination • SSRS REPORTING, Clear Canyon Technologies, Inc. Successfully passed class examination Page 2 of 2 MAY 1988 MARCH 1996 DECEMBER 2000 MARCH 2O13 Proprietary and Confidential Item 13. - 287 HB -522- The Planning and Development Department at Santa Barbara County, CA selected the Accela Automation software to manage our land management and code enforcement activities within the County. The decision to select the Accela product was based on the County's need to implement a robust, yet customizable system for our unique permitting environment. The abilities to configure workflows based on local codes, automate processes based on business needs, and provide transparent information to the public are key considerations. The County went live with Accela Land Management, Mobile Office, and Citizens Access in February 2009. Since its implementation in 2009, the County has worked with the Accela Services Team to make significant customizations to the software to enhance our business processes. Accela assisted the County in creating automatic e-mail notifications to project applicants at weekly intervals to keep applicants aware of their project status thereby increasing transparency to stakeholders. In addition, the Services Team also collaborated with the County in a brainstorming session that led to the successful implementation of the County's Accounts Receivable System within the Accela Land Management product. This implementation has improved our monthly billing processes significantly while also providing important and relevant account information that impact staff assigned to review project applications. The County continues to look for new and exciting ways to collaborate with Accela in providing services to our constituents and leveraging the suite of products Accela has to offer. The County of Santa Barbara would recommend Accela for Huntington Beach's land management system needs. The Accela Software has proven to be scalable for us at Santa Barbara County and the Accela support staff has proven to be honest and responsive when necessary to meet the County's demands. Linda Liu Iliu@co.santa-barbara.ca.us Project Manager / PPA Planning & Development Phone: (805)568-2035 Fax: (805)568-2020 xs -523- Item 13. - 288 MAccela 4 Proposed Application Software and Computing Environment Accela proudly present the Land Management, as well as License and Case Management solution based on Civic Platform for the City's consideration. In addition to the description, we also provide narrative answers to the City's questions included in 3.5 Proposed Application Environment. Land Management: Build better communities by moving from plan consideration to Certificate of Occupancy faster Accela, our partners, and the developer community have the capability to build, configure, deploy and manage civic solutions and applications. Accela Automation is the heart of Accela's Civic Platform, and it is surrounded by a complete set of platform services that address development and customer lifecycles. Whether installed on premise or in the Cloud, the Civic Platform provides a complete infrastructure to automate and streamline civic processes related to Land Management, Licensing and Case Management, Asset Management, Finance & Administration, Environmental Health and Safety, Legislative Management, Recreation and Resource Management, Right of Way Management, and Citizen Relationship Management. CITIZEN PORTAL SOLUTIONS t * * * * (* * I+A�l 4) A,t t Cif— EWlrOnt 14.9 Flnence6 L-4 LPattil�- LICen S�nq Recteai-& Ripht�ut-Wey ReZOnShai HaWthi Safety Aattemstwtion Rewarce Best Practice Tetnplates fees and Cashier Management Citizen ACCess GIs/Mapping Communication Management �!► Identity Management Configuration Tools Mobile Construct AP1s Open Data Dashboards and Reporting CORE SERVICES SDKs and Deveioper Tools Electronic Document Review Workflow Item 13. - 289 ® 2015 Accela, Inc. All rights reserved HB -524- Page 27 of 197 MAccela Accela's Civic Platform architecture allows the creation of cloud solutions to serve government, the business community and citizens For more details, visit http://ivww.accelct.com/platform. Accela's Land Management makes it easy for state, county and city agencies of all sizes to coordinate activities for the consideration and approval of land use and building permits, inspections and enforcement to meet your jurisdiction codes. The solution saves time, increases productivity and connects government agencies to the businesses, professionals and citizens they serve. Accela's Land Management: ♦ Streamlines planning and development. Regulate the growth of your community and ensure that existing and proposed land use complies with zoning designations, building codes and other laws. Track and manage entitlements, historical and environmental issues, plan and departmental reviews from planning through certificate of occupancy. The Land Management Best Practice Templates allow an agency to deploy e- government services right out of the box, including pre -configured workflows, data structures, fees, business logic, standard reports, and web forms. These templates are a culmination of over 33 years of experience of Accela working with government agencies to streamline and make government services more efficient. ♦ Simplifies the permit process. Manage your entire permitting process including application check -in, plan reviews, fee calculation and collection, inspections, sign -offs, task lists, and more. Easily manage both the proposed plan and the relationships to the project — including imposing restrictions on transactions, property or individuals until compliance measures and fees are satisfied. ♦ Engages your citizens 24/7/365 days of the year. Accela's citizen access and IVR capabilities provide quick and easy access to information about permits and inspections directly from any telephone, web browser, or mobile device. ♦ Visualizes information with built-in GIS capabilities, which deliver mapping and routing functionality to the enterprise. This overlays government data onto GIS maps, and allows customers to initiate and manage permit activities from a geospatial platform. ♦ Provides online access to save time for agency staff out in the field. Productivity apps, such as Work Crew and Inspector, connect and equip agency field workers with the right mobile device for the job. For more details, visit ht1p:11Www.accela.comAolutionsilandt We are also on Facebook. YouTube, and Twitter. ® 2015 Accela, Inc. All rights reserved HB -525- Pap Item 13. - 290 MAccela Land Management Solutions Specific solutions include: Planning and Zoning — Provide your agency with a comprehensive solution for electronic plan submittal, review, public notification and approval of land use. Manage designated land use based on zoning and building laws. Track zone changes, variances and easements. Assign documents to multiple departments for parallel review that allow plans to move quickly to certificate of occupancy. Permitting and Inspection — Provide online customer permitting application processing and payment, and manage overall processing flow, data collection, fee collection and inspections for ICC Building Code compliance. Inspectors can interact with complete case information, access their daily inspection schedules, create new cases in the field, and submit inspection results remotely. Our award -winning GIS integration helps your staff map their day, optimally routing their visits to bring the business of government from behind the counter directly to the public. Code Enforcement — Enable your code officers to create and manage cases using their mobile devices — whether they are performing proactive sweeps or following up on issues reported by police, fire professionals, citizens or other community partners. Integrated picture mark-up makes it easy to snap to a picture to include visuals of difficult to explain situations in field reports. The flexible configuration of Land Management lets customers define and manage the sequence and requirements of the hundreds of steps involved in a workflow, including initial applications, plan reviews, code enforcement, fee calculation/collection, inspections, notices, and approvals. The solution manages all types of regulatory activities —one-time processes such as residential construction permitting and pesticide application permitting, or annually renewable activities such as elevator permits and air quality permitting. ® 2015 Accela. Inc. All rig Ms reserved Item 13. - 291 HB -526- Page 29 of 197 MAccela Ma TasA�" PattOte Pa'Pruressem : ,^,ashrertnc RebW+s = C�endare - ;Intta(fiearch QW-klinks m .....: Cih'Codes Record ID: PMT1400018 ___ __ _... _........ Phone Direao _... Cih'^slender tdenu W Save Reset Tane Accadrnmg Summary View Log Reports : lielp _..._ CEO To Suninmy Rrs-d Mrk�Sw DOO-ehIS Pil iU-W'({?) i5�(zy Related Record$ K1:i RtW1}C5C£AWS �7) U"'lingsjtil My Nawrgati4n fa :� Record i Type Statds Opened Date PfiT14-00078 PermetsJCommeraa7/New:T1A Issued O1R42014 � _ _ (� addYtiunaE TntSr A55igned td IYapartmeni Current l�oattment Assgaed to Sta1t Currerff User PriOrAy IReWIodd RCCOrd514) x ; -Se±eZ � --Se1ec7 :WtT14-O(7018 Application Name Qk7Tt4{'0020 c.raztkncts F61T14-GDO?t n#15: { Spring Hill fAe[9c-s144nce Building V P64T14_Qd025 Ems Nex Afice Seace for SpOng Hil Medal Center . tlPlst£ tpt�� I T for el"IExares: � .. �. p1cumtM.s F "heck spelling .....,,, �...r., [+ x!etBE:ftdnlxs .im Cennmonfcwtiners TOtaI I.Mce0 TOUT Pend Balance 75.00 75.00 0.00 ■ uc„ Nctax �:Oxt dGn. W.tdku fieM Mwte as.. &at emt µkn _ .• •: • ei"""""" m auw we— r w�nrtwe ilk r r suwmaa i rover w"A 9.Y.Wpm eaf+s " bean •fcw.rtm 3 w,t ;w ^+rarer aarr+a,> a o».a aarc wv vN+�uw* i'+++cwdJ.awaeq 0 aMn m Care ao cw a..:s�x wA .On'.`. .,...... eta:+ .� rw aw. m: � Ilj s>orM j ,'MalhAgr .�«o-w'.LN$i •?.abl�xetkm/se 9]Nk.li 4awe X: e¢ 490 r ww L\.a+v a ,era Yt.rMt ea:w�vaeanmee.ee.' ..2�*fM. M:e ... ....av__._........u.............,.-.,:; ....6:� - PowaeTw.. "Waft, euw • arw aaMltww:6>•..�ww! aa.a.aeaarar.r. anq. '-.n;a. Ull*fum azxuaw,re x traxi;ai x. reaa ors__ aw sat �r—w' mwaeraani' tmraa rr+roxasrt e en y . $ vlwYww tW a-)' vu.t axx seen _..l q Land Management Certificate of Occupancy ® 2015 Accela. Inc. All rights reserved HB -527- Pagt Item 13. - 292 MAccela Certificate of Occupancy City of Bridgeview 502 E. 9TH STREET Bridgesietr. AZ 86001 Phone: 888-722-2352 This certificate is issued pursuant to the requirements of the adopted building code, certifxing that at the time of issuance this structure was in compliance with the various ordinances of the City Of Btidgesiew regulating building construction and use. Jul 09, 2013 Permit\umber: 13COO-00001 Property Owner: SMITH JOHN AND JA—NE Owner Address: 3201 DYER ST SL1'RISE. AZ 86004 Site Address: 3201 N DYER SUNRISE. AZ 86004 Type of Building: Retail Certificate Requested For: Change of Business THIS CERTIFICATE ISSUED PURSUANT TO THE REQUIREMENTS OF THE STANDARD BL'ILDLtiG CODE CERTIFYING THAT AT THE TENIE OF ISSU-4 NCE THIS STRUCTURE WAS IN COMPLL4,NCE WITH THE VARIOUS ORDLNAN*CES OF JURISDIC TIO\ REGULATING BUILDING CONSTRUCTION OR USE. Example Generated Certificate of Occupancy Item 13. - 293 ® 2015 Accela. Inc. All rights reserved HB -528- Page 31 of 197 MAccela Land Management Inspection Details from Mobile Device User Interface Accela's web -based Automation user interface shows several screens on a single page and are configured to meet the needs of individual user roles. Among the most frequently used screens are those presenting alerts and notifications, upcoming and overdue tasks, performance -based charting, and frequently used data queries. When used with Accela's GIS capabilities, government activity data is viewable though a map screen, confirming the solution's versatility in how data is represented. When used with Accela's mobile capabilities, all land management activity data is available to field staff, enabling a full mobile field office solution. Inspector assignments, schedules, routes, status reports, and inspection results are all logically presented. Data collected in the field is recorded electronically and uploaded to the solution for immediate availability throughout the enterprise. Further extending Land Management offerings to the public are Accela's Citizen Access and IVR solutions, which promote true government transparency and citizen self-service by bringing government services to the public 24/7. Self- service options may include property information, online applications, fee ® 2015 Accela, Inc. All rights res med HB -529- Pap Item 13. - 294 MAccela collection and inspection scheduling. In eliminating the need for in -person and paper processing, these solution components unite governments and their constituents through accessible technology while reducing costs. OL Dr •ww�r a t 0 4 E a i . it ..._p1enc*a�;e Dr ,....,,� a ... Accela Land Management Code Enforcement screen Accela Land Management Parcel screen ® 2015 Accela, Inc. All rights reserved Item 13. - 295 HB -530- Page 33 of 197 MAccela Transim OccupblCy Ti F39d1'.RM9 c0mpMM `RV "OR,pA Rcuxm�7 TrR�. ,4�. Lm7&aluabo,c sr � hmixwee C nawM LortHge,rsAbn `C-0NICJK :uilw�Ffi £vem Mn»p.i £Fprkafbur: lWiloer F'wtm PwtDa't Sknbkctixr tkxlals GatmdSan IPR}w['t�Om iYM 141ttifl51 Aran�� fLM✓ye§m Solution Attributes The overall flexibility of Accela's Civic Platform is supported by business intelligence that maintains vigilance over these processes. Among the many solution attributes are the following features: ♦ Audit trails document changes made to critical areas; �► The solution's Business Rules Engine offers action/inaction based automation capabilities; Required Conditions confirm that all requirements are met prior to an activity occurring; 1 Fees and Cashiering functionality employs many GAAP principles, offers full account reconciliation, and may be used with cashiering solutions or used with cash drawers to complete the payment process for all fee -based activities; ♦ Abundant use of Reference Data tables appropriately reuse solution data, eliminate duplicate data entry, and reduce the chance of errors; and Robust administrator tools support ongoing management of data and processes, ensuring all activities adhere to the specific business rules in place. Vw+nn� m F-.Umat aa1 t M ±tl _ anwuF Irma AN•t bum rpe J N.a SNaOxC Onl, M+'AlXLm TMW Mt,NIMhI Gmmt rMII� M.4MX1mn 5ieup hm,x, iiuMM Ra.m,t CYauM ..,,u«..n.w 4mnmmefi f my C 6g9gi + 4'ffiIG f#h'M'nW➢ EYwLfaxrf J k,EtBmal • Y 1 Y >..•••, J 01 C. W> ENcv J" EYM'igA { C'aaTay( j, Y { Y J ,Utmml+aaw:wn Re:_Y.tnUEt M:.ntu,ks wr•x�.mxw Narasvr ,✓. r ✓ r ........ ,ePckWnp BLM_FEWT 6YWJ_FERMIT f lxq Ck�YnV S%. Y J Y ttPRmri^u^rbv 6eiCmp Euld+p .^ D—M J x ✓ v ,,\i.Xwm Urai. Ruwr� p NwMsq ✓ v + r ......, q i hYAiWntLipn � krs RMy RM FbUnMI: � ✓. r ✓ Y 5 a l4UtcW4aid, MLLU(3_YFNIU! !y�l�,IX.��lRld.MiT bavtpC ,�f. Y ✓ F .... ^. ]UJ3austReMlMrefmwaR`+Mmnb J W"M 0.0m ♦: Y ✓ Y '. a+os�aeMma, eWmq nwaw J e�+mw �. Y ✓ ........ , . .,il+awAalmn ii,k. Wq;,_k.a tlpp_Ru l MaelClmon J r + � ;GM ODIFOpc3 OpW FO.� J i+p+slsre6atl AnSae t+ai I l b ¢-. MeR SilbaMeula*'h�fma FOwenli MRtlMwp / Fmk .✓ Y ✓ Y_ J SNd fMeM iirr t riC FACWFY' 4MC FACILITY J F.Uft ✓ v M. tNenexay ap..>I ®'rwiaY J C M'w,�Y r f r 8 0 4- anewrM G'hnrd ✓ GMn f .r r ✓ f _.. ' j S .V.n90rt Y.yd IMFKial, 'ALL ADMIDO 1 YdU. MVe MN J YISA. R.&O ✓ ♦ ✓ v .-,•.......... i w' AbMMiMMtl kKu[.M EMtlnrcww.! EFdwt`.etM�v11 ✓ CynpMSrM ........ .. ,' J Y ✓ Y +' +�t>1MMnwnS A{RwYnxxm�onuER N%Nt%aNR W +' /•eaMknmec labw W YM(;N[AMrAR 1/KNMSMISMA J YeL9n+pir J' r J Y ......... i +teKern.M lnabeCUoa Oc ci,DE cc c,MK a� A1�IWaUeL Mryac9lm• GGkiNvM GM1tl eW,i 1 '?'raMaaM _ ✓ v ,� .. 1 AmusNwaxms Fwamrtm+m km�n:rs+nl ✓ r.r..lnl�l .... _... ✓ Y ,� v AEI FLs FLs- + .uvue: Ar Uwwrtmrs.+vn W_ruflk WErrl: J .v. �y+a*vtm:%w;a J � J + { AryalN Mwwten nfiD_V4NrliC L`SQ�s4N„u'„ ,^. Msnx�F«NMM. ✓; Y J M' :x AtAAUNi �nRM='llk3! R.I. ROM Land Management Data Manager 0 2015 Accela, Inc. All rights reserved HB -531- Pap Item 13. - 296 MAcceta CivicData CivicData is a free cloud -based open data platform that makes it easier for government agencies to publish and manage datasets. When forward -thinking municipalities join the Civic Platform, they automatically enjoy free publishing of their community data in real time to the industry leading Civic Data platform. Built on open source technology using CKAN, CivicData makes it easy for developers to create and deploy innovative apps with cross jurisdiction datasets. The civic apps created by this growing ecosystem can be used by multiple agencies, thereby helping civic developers to build and scale their businesses. The platform will unlock the value of open data while helping agencies move from transparency to trust as they offer citizens, businesses and professionals access to civic information that was historically hard to find. Visit http:G'n,wiv.cii�ic°data.corri'for more details. Why Open Data? Open data is shareable data that permits use and redistribution by anyone for commercial or non-commercial purposes. Government agencies are tremendous repositories of data that is collected to perform their primary functions. Most government data is public by law and therefore could be made freely accessible to drive innovation and value both within government and for public benefit. Worldwide, open data has been employed to drive transparency, empower citizenship, propel innovation of new products and improve efficiency of government services. For example, is it possible to condition the denial of a permit from government agency on whether a person has an outstanding tax liability, an outstanding parking ticket, a violation against a property they own, or an outstanding utility bill? Doing so requires querying data sets that fall under the purview of an array of different departments and agencies across the government footprint. It also requires the development of systems that integrate all this data and allow it to be used as part of a well-defined process. Open data programs can help make this kind of integration possible. Open data make data discoverable — it removes the need for special relationships or political clout to obtain data. Anyone and everyone can see what data is available for use, so few resources are spent hunting around for data and connecting with data owners. Item 13. - 297 ® 2015 Accela. Inc. All fights reserved HB -532- Page 35 of 197 MAcceta The Challenges and Future of Open Data Fulfilling mandates vs. embracing opportunities Data portals as data islands Lack of common data specifications Data publishing without engagement Failure to institutionalize More data, greater variety and richness Cross jurisdictional data portals Common specifications for common data Multi -tenant civic solutions built on common data Greater government collaboration with outside developers Sharing failures as well as successes More sophisticated data use by governments themselves Benefits of CivicData Accela CivicData offers a wide spectrum of benefits so that government departments can: Respond to Open Data requests through FOIA (Freedom of Information Act) in a timely and cost efficient manner. City of Alameda, CA -Planning a Dmvniaw- Lt ii� . :t i:',sww�i+ damcana� ;3racan. ; �zseaa.h'resowc�iexc7d16st-ehc eE�'AM-?6?5`:o'e3Q'8 All 0irjj mcwdsforte Ciy of AVameda, CA Gr d Graph k4w 15544 recants t. - 1m.,,.. Go x Ct - S_'W... __.. Ga x Fihers V-9ze . Group By STATUS Partial App- APM.'+.d Z r I - AppWW 4.L% C..W6._ ea.0 % GRAPH OPTIONS Chart Type Ad A 60 _'ae .aee ZM— 3} .xtn �va+e 9t sae 3^. Chan Tierinitio Grain, Sy s?Aaus V Chart Embed Sample data set graphic view — CivicData makes it easy for governments to publish and manage their datasets, for developers to consume and build solutions and for citizens to have transparent access to community information 0 2015 Accela, Inc. All nghts reserved FIB -533- Pagl Item 13. - ? 9 8 MAccela �► Share your success with citizens. Government staff can easily share information with business and citizens online with a one-time release of dataset. Extract, visualize, summarize and compare business results within a single click. CivicData offers a complete toolkit to filter, compare and view your data in different ways including grid, graph and map view. In 2014, Chatham, MA handled 52% more building permits than in 2013. Year over Year Summary ■M3 ■— Month by Month Summary •zo�a •amp Agencies can easily extract, review, compare and visualize business results with data analytics of Open Data Publish your data on a single -site regardless of agency size. CivicData provide real-time visualization of datasets across multiple jurisdiction, allowing the public to browse not only relevant information in their own community, but also benchmark with neighboring municipalities. Item 13. - 299 0 2015 Accela, Inc. All ngMs reserved HB -534- Page 37 of 197 MAcceta ........................... I..... ........... ......................... - ........... .. .... ........ ..... --- ...................... Town of Chatham, MA -Permits :.http:�;www.crvicdatacarni api,'3lactronldatanore searcty?rrsource�d-rFde's385-821d-4790-aQe9-19tb03376d13 Ai, —ma records fo, the City af. Chatham. MA Grid Graph G Search data Go a Filters Cokmns #gMap t0476 records 1 v , (U . � a 111 ..SaGs(I Map dala ©L+pen1!ree;thap cp,ptDulms, (,Y;..ti'i-ate., Imagery, C MapCm Town of Chatham, MA permit datasets map view 10 Promote innovation among civic hacker and other developers. CivicData embraces emerging data set standards such as LIVES and HouseFacts that paves the way to numerous creative ways to promote government transparency. ® 2015 Accela, Inc. All nghts reserved HB -535- Pap Item 13. - 300 MAccela Fine lawscheap din—, Marrs j Near Evanston, fi- Farmhouse Evanslon Health Inspections Farmhouse Evanston Health Score October 1. 2014 — Routine Inspection 9 violations • Unlabeled lose items in the kitchen. Please label all food containers with the food consents -�-• •- especally ones that can be mistaken for other items. • Bo— of meal, are Stored on the a00r, or the walk-in (reeler. Picase sore oR the floor 5lnches • Stime in the uppernmenor or the ice machine. Please clean thoroughly and sanitize About Yelp Health Scares • Greasy RtterS in the trod. Z. Dust ne;tlnd cooarg e¢apmenl Pica- ctcan the^.,[ areas one SanitllC We COkeCt pUWK inspection data dlletlly from • DnnWrq cups are notehverted a: the driving IabIP.S. 2 LXposed eatlrlg utensils by the waiters area your local rleallh aepanmP.rrt Clue to the local hcahh department's inspection ScnelUle as well upstairs. Prease invert and cover h spe^_t!wnr. as tthe time it takl.5lu µ'ass sisal inrnrnabon on • Im horn ice mautme dmcrarges. mlo a Maxel @ dhe bar Please e!rea all discnaroes mio an to as K e; ;risible that we may not display the openhndirec connechon(air gap) most recent inspection data. Please report any • Dust at the ceiling and IrS Mores in -Inc kltcnen. Please clean. 2 Caulk weanng off the hand sink unreasonable delay and data maccuracles to north of the kitcen R—Ulk wah an coolly ckanabk., unit Ilghl colored material your local Wallin department via their act: ore or • MissingsMissingright snkM(1, in the When and OakeN. %ease fnplaCC ShiC•Ids 2. Bumf OVI IIgn15 along me n-all mrtMor and tonel room in the basement. Repacc nulbs • Unused! Gruen Steamer at the tacilq, Please remove equipment tram the facility. Previous Inspections Date Inspect —Type Violations Score June 11. 2014 Rootne c 89 January 15, 2014 Routnic ., 89 September 27, 2013 Folllo up J 96 September 17, 2018 Routine 9 87 CivicData supports many emerging data set standards to make data more assessable to citizens 4111 Gain complete control of your data. Agency staff can set up which datasets are exposed to the public and which are only viewable to internal employees. 10 Ease the burden on your local IT infrastructure. Publishing open data can also help reduce unwanted web traffic on government websites, which is often the result of "data scraping" by parties seeking to obtain data in bulk from their government. Enhance citizen perceptions of government service. Specifically, a recent study conducted by Harvard Business School found that "increasing the operational transparency of government services - showing citizens the work in which government is engaging on their behalf - engenders positive attitudes toward government and greater support for maintaining or expanding the scale ofgovernment programs. " Item 13. - 301 0 2015 Accela, Inc. All rights reserved HB -536- Page 39 of 197 MAcceta Mobility With the widespread adoption of mobile devices, we offer mobile capabilities for iOS or Android -based smart phones and tablets to bring processing to the field through our cloud -based Civic Platform. Our proven solutions for operational efficiency and civic engagement through mobility apps combine to provide extensibility by employing a dynamic cloud - based platform to support the needs of both agency employees and their user community. Accela solution offerings can be deployed on diverse mobile devices including laptop, tablet and smartphone. Mobility is more than an application —it is a complete strategy central to our government -centric development efforts. Our mobile strategy is to develop role - specific productivity and engagement solutions for every role in government, on every platform, while allowing public agencies to leverage our Software Development Kit. The overall approach and maturity of our mobile strategy relative to all other vendors is evident based on the following: 1. Accela is the only vendor in our market with role -specific apps Publicly - released for inspectors, code enforcement officials, work crews, and Executive/Department Managers. Our inspector app operates on Android and iOS mobile operating systems. To see a current list ofAccela's mobile apps, visit htU2://wwu,.accela.cont/civic-apps. Accela is the only vendor in our market that has iOS and Android apps that all include a preview feature, allowing anyone to download apps from any of the major app marketplaces for testing purposes. ® 2015 Accela, Inc. All nghls reserved HB -537- PaglItem 13. - 302 MAccela Create Your Own Apps 3. Accela has an extremely aggressive development and release schedule. The iOS version of Accela's Inspector app benefited from rapid releases, and works on the Android operating system. The ability to support rapid release schedules across multiple device operating systems is important as mobile hardware and software is continually evolving. 4. Accela is the only vendor in our market with a published mobile application development kit allowing third party developers, including current clients, to develop custom mobile applications to work with our Civic Platform. We understand mobile applications are an environment supporting evolving creativity and innovation. Accela makes it easy for third party developers to build custom mobile apps that work against our Civic Platform. Read how Westminster, CO cut manhole inspection time by 90 percent at http: Abit. lv1RiF6MZ. Apps built on the Civic Platform The core of our software platform is powered by open source technologies, and Accela, developers, and partners are working together to build and deliver apps and services that improve productivity for professionals, address community issues, and connect and engage citizens with their governments. We are working with organizations like Code for America and Tumml to spur innovation and build a vibrant ecosystem around our platform. We make it easy for developers and partners to build, sell, and deploy mobile and social applications to engage industry professionals and citizens in their communities. With Accela's Mobile Software Development Kit (SDK), we provide the ability for developers and partners to build, sell, and deploy mobile and social applications to engage industry professionals and citizens in their communities. This improves the quality of the applications and fosters usage. Developer Community Accela's Developer Community includes people from across the nation —from individual developers, to software companies, to government IT professionals. They are actively developing and publishing apps for the Civic Platform, many of which are available today at app stores (right alongside the Accela-built apps). Each SDK includes: ♦ APIs ♦ Getting Started Guide Item 13. - 303 ® 2015 Accela, Inc. All ngMs reserved HB -538- Page 41 of 197 MAccela . ;seuxg SWa.c9 AS 8— Data MmH « Meal. SDKs « API Relc�+me + API by F—b- Fp Platform Libraries ♦ Accela Automation Test Environments with recommended process configurations ♦ Sample Code ♦ Sample Apps Documentation Accela Construct API Documentation xa.a. t';ssw AN Sul= �► i3WNOp!► r r + iisxx�xt:.+.L4F1 A.1Mtll— alld 1utOriNs kkr�ar:ta.9 �,iKt�a:s=.arxx Vanion Upgrades Accela's Mobile SDK can be downloaded at https://developer.accela.com/ after a quick and free registration process. The following are samples of the modern, innovative, easy to use solutions built by developer partners, both responsive HTML5 Web Apps as well as native mobile apps for Apple, Android, and Microsoft. Each of these solutions are fully integrated with the Civic Platform, providing extended capabilities and often targeted, task specific point solutions for the staff and citizens of agencies enjoying the huge benefits of the Civic Platform. Some of these solutions are fully dependent on the Civic Platform for use, while others are amazing in their own regard, but become much more valuable as an integrated extension to the Civic Platform. All serve as great examples of the power and flexibility of the Civic Platform and its Construct API in supporting innovative solutions by third parties as well as agencies themselves. ® 2015 Accela. Inc. All ngMs reserved HB -539- Page Item 13. - 304 MAcceta CityGovApp Cit. �Gy ovApp offers Civic Platform Extension Mobile Apps for government made easy for internal productivity and citizen engagement. They provide these apps on a subscription bases, avoiding all upfront costs while providing ongoing support and maintenance. With over 40 apps built to extend the Civic Platform, they have the largest library of extension solutions from one vendor. We have many happy customers who use CityGovApp solutions, including Westminister, CO, El Paso, TX, County of San Diego, CA, and the State of Oregon. +.� oz�srAnRaMr . . t' n�z+fCriW{, tQ4t.ONWfP. PES- T3�,HAN[ wg1.5y $FAT$ MINCTIMIL € LOW • flES 7ALnHAiR€ 5p^99 $EATS INSKCTIDK FI,LDIN4V - H£S- TAUA1lN€ SO.35 SEATS €€ 3 q— ® 2015 Accela. Inc. All rights reserved Item 13. - 305 HB -540- Page 43 of 197 MAccela Building Eye Building Eye provides a modern, responsive web solution fully integrated with the Civic Platform for citizens and staff to visualize Planning Applications, Building Permits, Code Enforcement, Capital Projects and more. Access information (updated daily) from your desktop, tablet or mobile device. We have a number of customers currently implementing this solution, including the City of San Francisco and Corvallis, OR. ' What's being built in your area? M r ® 2015 Accela, Inc. All rights reserved HB -541- Pap Item 13. - 306 MAccela Open Counter Open Counter provides a modern, responsive web solution fully integrated with the Civic Platform that helps cities support local economic development with a "one -stop -shop" for starting a business, helping cities become truly "business friendly'. We have a number of customers currently implementing this solution, including Palo Alto, CA and Boston, MA. ream gels .- back © 2015 Accela, Inc. All rights reserved Item 13. - 307 HB -542- Page 45 of 197 MAcceta VuSpex VuSpex offers an innovative video inspection solution fully integrated with the Civic Platform, which includes a responsive web app for the inspector and a native smart phone app for the contractor. VuSpex Mobile Video Inspections transforms the inspection process by connecting the onsite Contractor's mobile device to the Inspector's web based application. VuSpex reduces cost for Contractors and Inspectors. Fewer delays gets the job done faster, saving time and money for everyone. We have a number of customers interested in embracing this revolutionary solution, with the first, Alameda, CA, in active testing. u Building Inspection y, just gat a lot easier to deal with... The VuSpex system lets builders and inspectors work together remotely to fulfill the requirernen*s of construction projects large and small. 0 Live video inspections via Whone Shared checklists arsd sign -oft sheets Sirnp ified construction rnaiage ent © 2015 Accela, Inc. All rights reserved HB -5433- Pago Item 13. - 308 MAccela Civic Insight Civic Insi<-lit offers a solution fully integrated with the Civic Platform, providing a modern map based solution with simple, clear language and visualizations that help residents make sense of complicated processes like code enforcement and building permits. With fewer questions from residents, agency staff have more time to focus on their work while users can receive alerts and analyze trends across the community. We have over ten Civic Platform customers who have this solution integrated, including Palo Alto, CA and Sacramento, CA. ',Civic Insight New search Dashboard Login Sign Lid a a4 '1<< P P Atherton �1 Menlo Culkge Mf — p1 UP- — Y— i r tl 000Ut tV YUUr 1 dkUI IISL W f l Cenfe email alerts about construction happening near you! Brought to you by the City of Palo Alto's Development In the last 90 days: Item 13. - 309 C 2015 Accela. Inc. All rights reserved HB -544- Page 47 of 197 MAccela The exhibit below shows more engagement and community apps that have been developed with Accela's SDK. Engagement Enable pe pie and businesses to directly participate and engage in their communities. 311 by Cityr avApp Provide your citizens the ability to submit service requests from the convenience of their mobile devices Community Make it easy to do business and address key community issues. Animal Services by CityGovA?p Obtain licenses for your pet registrations Civic insight by Civic industries 1"i Civic Insig.Rt is a web app that connects directly to a government agency's existing workflow systems to make important government data available PAT ( Permit Application Tracker) by CityG ovApp and ptazavi Location -based mobile app for tracking permits and licenses Garage Sale by City-vApp Apply for a permit, list items for sale and prorrsote your event Buildingeye by Buildingeye Buildingeye provides a deta=led map, information and status updates for building permits in cities in the U.S. Garbage Collection by CityG v'App r Schedule and manage garbage collection activities Accela, developers and partners are working together to build and deliver apps and services that improve productivity for professionals, address community issues, and connect and engage citizens with their governments. ® 2015 Accela, Inc. All rights reserved HB -545- Pagt Item 13 . - 310 MAccela Productivity Solutions Analytics App Accela provides a free Analytics app for iOS devices that allows agency staff to have real-time access to role -specific information on an iPad. The Analytics app leverages information from the Automation database and displays trends and activities happening within an agency. The data can be displayed in graphical format allowing users to interact with it and drill into specific records for details. The Analytics app provides a number of ways for registered Automation users to easily access the information they need via the Home screen, Watch Lists, Charts and Maps: * Home — The Home screen provides an integrated dashboard of key performance indicators including charts of activity over designated time periods, displays average and daily total values, and a map view showing the locations of permits, licenses and other records using color -coded push pins. Watch Lists — The Watch Lists screen allows creation of a customized list of specific items of interest. Lists can be easily modified or removed without affecting any back -end data. Charts — The Charts screen includes large, easy to read charts displaying application and inspection trends. Users can choose a timeframe of interest or other selection criteria to customize the display. Charts allow administrators to see how their organization is performing over time. Drop -down menus allow user -defined searches, and color -coded lines in the charts represent the various kinds of data selected, such as application trends and inspections workloads. r► Maps — The Maps screen displays locations of records on a map using color - coded pushpins to differentiate building permits, code enforcement cases, service requests, and business licenses. Map markers linked to the pushpins provide additional high-level record information. iOS users reap the benefits of Automation's tight integration with Esri's ArcGIS Server. This connects to agency map data (published from ArcGIS Server or supplied by Esri's ArcGIS Online cloud infrastructure). Esri's powerful maps are infused into the Civic Platform in two ways —via Esri base maps (such as street, satellite or topographic views); and map overlays. The overlay can depict zoning impacts (e.g., color -coded city limits, special assessment districts, flood zones, school zones) as well as user -selected physical assets (such as hydrants, manholes or utility lines) in superimposed layers. Item 13. - 311 ® 2015 Accela, Inc. All rights ne Ned HB -546- Page 49 of 197 MAccela Analytics' rich mapping environment allows government managers and field - based workers to better understand the terrain, environment or other attributes affecting current projects. For instance, specific functions allow a fire captain to view maps showing hydrants and gas lines, a building inspector to utilize flood zones or topographic infonnation, and a public works employee to see locations of manhole covers and storm drains. Accela Analytics Sy Accela, Inc_ Open Tunes to buy and download apes. Desciriptio- Prop.,kg Oar a b,V , ys't- �,��'� �P��lataring yau> .msourca s?tasxicn far-K. neck' A --!a AwsNe Utz qa: easRr seccss .rd il6i— Up A-11 .4tiWaT�yti{Fn.' —ftmr YA d— b.§:rte ti Yt'M inYt .M -a an v.. Safi em: — S! rm a• !P.J 1h. trandl :nd s::tiraiy far p.rmit ag�t6u � , k . Amin kc. Nil Sm. A da Aluiyyao srppurt•++r ..Marc Whars New in Version 7.3.3 e� 9 cix- 0 7*.. app i. du;—d foe born a[ ncna a�e.�:: iPae SCre enshots f� Can Eccsrwzs ud: N-2-2,.614 i lSpd.hw ictiian:. T,$ i sac: 69.9 ME lsng::aga'Englfsh C91f3"£16fJia scitac Ac:W, Enc: Acsaa 0 4 Commercia - Ccamw P-t.d 4+ Pf"cl Marne: Cavity Rmpu:r.:s d.°s 6. .S4$19l$7 dSS4a6'd or laSar. Comp¢eibtc sµtix i.^harec,. ipxd. a.^ aPad rwsa.. Adcresc 16M WESSTER S7-, ALAMEDA, CA.. Th"se spa ;, opt: -d foe 94501 Mh— S. Cate, 20147-31 Cush"I"K Ratings 'A`n hav4 rat rw:aiwC --q4 , ? r nqs m despbcq an —rup f}:- Y Nil ntra m vars an 0 tN. i�dan. lMxmin:;kee.. Ai erZlanS: More by Accela. Inc 13 Conditions (0) A aa'n:pn a Locks: 0 Mbtds 0 6''axi=1n Ara. Cod. ef;,i— V-- In i; — Analytics App GBIO.O606 Commetoisl • Comte 4D 1606 WEBSTER ST. ALAMEDA, CA. 9450, GBIO.0603 Reaaior4wl . Combo Over the Co~ 40, 2511 SAN "E AVE, ALAMEDA. CA.... 81O-1184 9umding,�u11 P®rmNReSXWl8L(>ar,., >� 1112 UNION ST. ALAMEDA, CA, 94501 Bib-1182 Resdamiel • Ovw N1e Counter , 1024 TAYLOR AVE,. ALAMEDA, CA, 94501 The Analytics app requires a Mobile license. To learn more, visit http:,,"ii,ir1 ir. crccela. corn/civic-apes?id=519. ® 2015 Accela, Inc. All nQMs reserved HB -547- PaglItem 13. - 312 MAccela Inspector App Accela's Inspector app provides permitting, licensing, and code enforcement professionals with functionality designed to perform onsite inspections or investigations using their smartphone or tablet. Integrated with the Civic Platform, Inspector connects mobile workers to their back -office accounts, enabling them to work from their desk, vehicle, or on site using their preferred device. Users can perform a complete onsite process — from initial inspection to submittal - and can also view and update their inspection details including checklists, attachments and comments. Inspector provides numerous capabilities for easy and efficient onsite inspection or investigation management, prior to synchronization with an agency's Accela Automation solution, including: ♦ Comment Management — For faster access, the app enables inspectors to add custom comments and mark frequently used comments as favorites. The comments section also aggregates all comments entered in any section of the inspection or investigation. ♦ Image Annotation — Users can take photos, access existing images, and make simple annotations. They can add comments directly to the image. All this saves time and reducing the likelihood of errors in data collection. ♦ Geo-Centric Job List —In the map view, the job list automatically centers to the user's current location and displays the nearest jobs on a map. ♦ Batch Updates to Checklist Items — Checklist items can be updated individually or in batches from the list view. The view can be changed to a detailed view to add more information such as comments, attachments or scores. ♦ Single -Click Calling — All phone numbers and locations can be accessed with a single click, enabling inspectors to quickly reach primary contacts or other relevant parties. ♦ Free Preview Mode — The app provides access to a simulated demo agency, allowing agency users to "test drive" the app and become familiar with its full range of functionality prior to using in a live setting. Item 13. - 313 0 2015 Accela, Inc. All tights reserved HB -548- Page 51 of 197 MAccela Accela Inspector By Accela, Inc. Open Turi w bug.and down) oad apes. ': his app . das,9—d for ,k holl— by Tom. 0-01I Description Ttm Atxala gar "aor apap given gnvmt M aQ—Y irxgacton and ir—'q— s xaxt to a Lnra wt of tu.- tiorwity to, —i . 4'9 l-pat i— and .�.Kesxtg_cio.0 �-�. 9 e .ir nw� . d— A—k, iae W— Sit = A.. a.. l—o aceoe S.W— Appiiex.°n t+e+n'La ....Nora Whars New in Version 3.2.6 - 3u° f'— Screenshots w.. CiSig9sy'. BRt':trW3L up tad: Jan ^<2, 2015 VarG nm 9.2.6 Sol., tb6Mot Lsr.3-9— £ngiVLb, Arabic saner Accra,, tnc. 0Scheduled for Febnrary 10, 2014 C A—Aa.1-.. 20€ 3. Rated 4- 331 BODEGA AVE, PETALUMA, U... Ex yinS wtr q tin pxiK C.wlaaliair. Uglh an .05 5..0 WA ar later. C—Patlbla aata - FtMrsar�'W 4sit 1177 X AM Approves Ph—, pad, are hod l-tot;. ao - : apenn sae fo ® Scheduled for January 22. 2014 Customer Ratings IUD 10TH ST. PETALUMA. CA. 940... Enr nggriny u4m ci- Wa new ear ra.: d anon°f WA rwngs to diapt'tt — a—,n. fa- thr anent—r 'og gals apt `n'O" 0, Scheduled for December 10, 2413 Q " All Vet —: � ,rw,rt as Rx4 gr 325 EDITH ST, PETALUMA. USA,... `. ib be DebrIow. More by Accela. Inc.. WA f� P3iaar ny� �19 X ait�5(i#t 3cnadubxi K:, ACoda iSs...::' _. V I ?Una. •.I�� tja Inspector Map screen on the Wad and iPhone Inspector requires a Mobile license. For more details, visit htttr.//i1•ivw.accela.corrz'civic-apes?id=515. Inspector for Android can be downloaded at the Google Play S� and for iOS at the Apple iTunes Store. Anyone can preview the app for free. Both Analytics and Inspector apps support portable printers. On an Wad, the user may print reports using AirPrint printer on the Wi-Fi network, or choose the Brother Pockedet Ad Hoc Wi-Fi Printer option. Android version supports the Brother Pockedet Bluetooth printer. ® 2015 Accela. Inc. All rights reserved HB -549- Pago Item 13. - 314 MAcceta Mobile Office Accela's mobile solution enables field -based personnel to capture, store, update, manipulate, and analyze geographic information for real-time land management activities (connectivity dependent). Mobile Office leads to increased efficiency using up-to-date and accurate spatial data. This smart client application offers: ♦ Role based configuration ♦ Elegant user interface ♦ Map -centric approach Store and forward capabilities for on or offline work ♦ Routing with driving directions * Reporting from the field Broadcast messaging and e-mail communications Monday :.JI1T4i2,a1.:SY: R9m CA kLi -aa.3aJ Yeviwe�v. 41F.e: IeU �vse• miss• vt•ns• ss°�• 85° td.a� U E Lf I G .. 1 t Tdens man}Arg A :R£C@[lYiyV 1C%:^�-t74%57-;7itii5 Herx[a:y 1;r%iD ACA7-47;64 ti a �t �Tafti '—' ems.rtrme kW'n&» tCkrd,ny+�3k., « �m-9,+9..,tl�G °e�+.C�4.ee�tatS+gMr. 4(7oGBC�Natt, AOcortunenal rr; IOR!$-14637-34548-86 81D-.3-067SAS784-03 UL+XJ 51t?aCt S'VECtS. �' Wuntvirog L'mUe'e+rd+ 1&iktMl"xxrx*� 4'oP.AaNY'fzrie' Svsvreere9tmrz:: J1t o71G2 Ut�u M'�'. 10AMS-NYD-4536%4-A Sntts!4W II J ! III Pie— r—tl W �J. uP War drS `�' 1.JWant M1r_ WMQ+fe Ibll Wcvx 01- be— St3t-g—Q I day k101S1grNrY'It'3 were LpdatH W Nqx 05BCD-11342-57665 Successful 2M5 Camvw R»r _" S-ul Rama. ribf bH+.-, ft&tkcepna ter, - A H4irsa+43�'.�b+r"+>'+ A4n 5lnami7R3Q 6l .il fTM; R.1} 1043.D-345,W3375% Pmporwd to Wed. IWLD-34333-46S73 �- Succrstul 10C'.8%-76E59-4BS55 thrw.ta x..pnunpnno-, t-rt n.p+.+., - __ .................................................... ........ i Mobile Office offers an easy -to -use, touch -enabled interface for field staff to manage their daily tasks. ® 2015 Accela, Ina All ngMs reserved Item 13. — 315 HB -550- Page 53 of 197 MAccela Mobile Office's drawing tool allows field teams to add real-time images and comments to their records. Mobile Office's features bring field personal complete access to all transaction data, including record histories. Electronic documents, including sketches and digital photos, may be attached to permit and/or inspection records. The field user must have the software that created the document in order to open and view the document (e.g., MS Word to open/view Word documents). 1ItAP-OOdd033! x»ozsc.sAs�c.,we�^vs�» 4�1' k1 n.e¢xussl.. ..�,wasr acx:w 'TrpL:.Darat�AO o r Document management via Mobile Office ® 2015 Accela, Inc. All rights reserved HB -551- Page Item 13. - 316 MAccela Once permits and/or inspections are documented via Mobile Office, they are immediately available across the enterprise. Based on the workflow configuration, results can automatically trigger alerts, send email notifications, and generate reports, letters, and other notices. Data synchronization takes place automatically from the Mobile -enabled device and the back office service providing connectivity is present. When connectivity is not present, the solution will automatically save the recorded information and transmit it to the server when connectivity is restored or becomes available. This process is transparent to the end user and no specific or special actions by the field user are necessary. Mobile Office's capabilities also provide a feature for scheduling the synchronization of permits, solution data, and saved searches with the Mobile - enabled server. Users can configure synchronizations to occur at a variety of time intervals, such as upon initial login or at specific times of the day. For example, system administrators can configure the inspection synchronization to occur upon initial login to Mobile Office as well as at noon each weekday. Additionally, system administrators can define additional inspection search options, such as only downloading new inspections, to avoid duplicate inspections on a user's local device. When used with Accela's GIS capabilities, field operations are further enhanced enabling a fully mobile GIS solution. Mobile Office users have access to Bing Maps and ArcGIS Online maps and data. Further, they can edit GIS data, view complete parcel and activity histories, initiate new activities from the map interface, and optimize work routes all from their mobile devices. Accela's GIS capabilities are also extended to Accela's mobile solution, and are available whether or not the user is connected to the network. Built-in routing capability displays the shortest distance between work assignments, allowing mobile teams to plan and modify their routes throughout the day for maximum efficiency in time and fuel. Item 13. - 317 ® 2015 Accela, Inc, All n®Ms reserved HB -552- Page 55 of 197 MAccela Mobile Office supports portable printers by USB, Wi-Fi or Bluetooth connection from the laptop or tablet to the printer and uses the standard Windows print utility function like other applications. Bar code scanners can be used in Mobile Office to capture the asset ID. Users place the cursor in the ID field and use the onboard bar code scanner on the device. Mobile Office runs on a wide variety of platforms including Windows 7 and Windows 8, and is optimized for touch screen devices, making it compatible with many mobile devices including smartphones, Tablet PCs and laptops. It is the only mobile office solution in the industry that is Intel and Cisco certified for data optimization from field to back office. Mobile Office has full online and offline functionality, and can operate independently of internet connection. It can operate in wireless environments, transmitting field information and data in real-time (connectivity dependent). Alternatively, while offline it operates in a store and forward mode where data captured is uploaded upon reconnection to a wireless network or upon return to the office. Without wireless connectivity, agency field staff using Mobile Office can download all necessary information needed to complete their day's activities, perform their work and data collection through the day and then return to the office or to another location with connectivity to upload their collected data to Automation. With full connectivity available, staff using mobile devices have access to all required information and documents real-time directly from the server. All information input into the solution by the staff person will be automatically sent and saved in Automation. In instances where connectivity is temporarily lost or becomes unavailable, the solution will save all input information and automatically synchronize the data since the last transmission to Automation. This process is transparent to the end user and no specific or special actions by the field user are necessary. Field personnel can continue to work even if network connectivity is lost, and synchronize their work when connection is re- established. ® 2015 Accela, Inc. All rights reserved HB -553- Pap Item 13. - 318 MAcceta Citizen Access Accela has long been cognizant of the need for transparency and accountability. For the first time, public agencies can provide their applicants with online permitting and inspection scheduling. The web portal also provided the ability to view real-time status of agency projects and applications. Our goal has since been to provide applicants with more information, greater flexibility, and the ability to interact with government 24/7 in diverse languages. Citizen participation and collaboration is now one of the most urgent needs facing our government. The ability to put processes online greatly assists this mission in two key ways —by allowing applicants to take advantage of self- service and by increasing agency staff productivity. Another obvious advantage is the solution's inherent ability to address budgetary concerns and help government do "more with less." Through a self-service web portal and an open user interface, Citizen Access extends government services to the public 24-hours a day by providing members of the public with online access to apply for land development applications, permits, licenses, schedule inspections, request services, and perform tasks from the convenience of their home, office or jobsite. This presents a useful way for public users to interact with your agency in an efficient manner. By configuring a custom welcome page and designing page flows that are intuitive, easy -to -use, and come with agency defined context specific help agencies can better engage and connect with their public. This enables truly transparent government operations. Citizen Access supports IE 10 or 11, Firefox 29, Safari 6 (iOS only), Google Chrome 34, and Opera 21 browsers. ® 2015 Accela, Inc. All rights reservetl Item 13. - 319 HB -554 Page 57 of 197 - MAcceta Ci: Ma:Fy�Gaknae' Pr�anc �tlYYY< Rttorana¢'� � A Arrx�sexw^fiY".i Gw Pptiat+rpA EhCikatfwl r .. X:r4',kAe wrevirnn•nvtl C:'s 6!(�aH ]tlufbxgeON:rP *9—p,TC t'a'0 !wl3w2llw- RUM 100E iIXxLD wy+ Sx Stitt ��"�'�- �.`� 1nbltlMiE EOfE•1C�?OfIQ _^^ Brian Wienke h+y1:71s F� ! r � tfsPr.Sa fkr-Mt•. hype"++ � � CIrtMeNe.t f i rppa!etd! 2 j i _j A L.icens�, Fie Die in 7 days .o t ���x.acAA-10 V 1. � �+ =Yy co ar . W t tirti:;n krtat�r� i Recesei tefwty A Action Required {4), I�ffi1:K.�3FItRV-3W:3;€ilrte{rraC mrAzrn.Srm-C.lr.�r2Yg"L�Y7}O23 .PCaxin Ove: t:8lD IOOb Eft=UICO.%Mcia.l Oex Ml4;L >.. �:axwal Due:LO:AP�IM.33i ECalsk�iCwtraLtw-.F WrUG'Q4:1O_ Wm6lWIIYItPd Pr A"'.I, CA "V-t �� J Ilnpr lkmf " RGPM'Ip twN.e IA'Mp'tRM}Dr� QYi1{W O5r211ca. _ ............. ......._..._.._ ........... ............ ..... ....... ............. ia't•9EfOMt� X-'At(lN4l S%. W59J =:Ikbtcd PiCLMtJ �^Ne1K V plroaeituna . ,.. Rmvas pvnpf�fY: ^ON-.i^0^t+ Gee:mJU42t'JVH YaMLI! hA C.—,"AddIOCP"ALLR/AKVDAI ''=avlwt R-4 lLatWeg Pf,'ikL'JMACA iM4$?I,R tid Yl xbW diµ y 7 " S:+tut Pnh'Mftog: tUM .f:_U�Iu PE1'AU MA CAi n3 Cw,¢raep _—OZ en201. C 2015 Accela, Inc. All rtgMs nase ea HB -555- Pap Item 13. - 320 MAcceta a �k [?rxa:zur¢> ......... .__ _._..._. f PW 1.4 i 11 YWrw 2- p� IN W MAWS'c+cs' fiuMVY I'H. aN}nq F W!yy W—v &RM RI F~ ....._.. _...... ._.._...._.. Among the many citizen privileges available external users can take advantage of the following capabilities: ♦ Apply for permits ♦ Research parcels using Esri GIS ♦ Submit complaints ♦ Submit requests for service ♦ Check status of applications, permits, and inspections ♦ Upload electronic plans and other documents or photographs ♦ View solution generated alerts and notifications ♦ View a history of all complaints/requests Conduct searches ♦ Pay fees ♦ View data on maps ♦ Search addresses/parcel information ♦ Access government documents ♦ View all parcel history 0 2015 Accela. Inc, All rights resefved Item 13. — 321 HB -556- Page 59 of 197 MAccela Citizen Access is available in English (U.S. and Australian), Spanish, French, Arabic, Chinese, Portuguese, and Vietnamese language packs. Additionally, we developed the solution so that all financial transactions are PCI DSS compliant. Furthermore, our solution is Section 508c compliant, to make our products accessible to people with disabilities —such as blindness and low vision. ---- Purchase of Citizen Access includes the mobile application, Mobile Citizen Access, which further enhances accessibility options for public users. Constituents now enjoy a truly mobile access to government data, using iOS or Android devices. '. 20E:.H0211ZVAtdCA-"7(, •• Citizen Access inherits the exact business rules established in Land Management. System administrators simply select which service request activities are to be s1'-.v 1-a;911 FiXe' P . 1wily'aa a made available to the public. Additionally, the Civic Platform utilizes one central ZD 1QSGN-00010 database —data submitted through Citizen Access is immediately available for h. .n n.-n��..�. processing by back office users in Land Management. �� 10ENG-00000-00001 > °" �'�°� „ME_00, > - -_-- - Citizen Access provides a complete solution for all external users to interact with �21 1USGN-00002 > government procedures and operations in a meaningful and trusted fashion. This e-government solution is deployed in more than 150 communities nationwide and has greatly contributed to the effectiveness and efficiency of our customers operations. -- For a video showing how Baltimore County, MD is automating its code enforcement processes using Citizen Access, visit http:Abit.lv17xvV3rnP. m 2015 Accela, Inc. All rights reserved HB -557- Pap Item 13. - 322 MAccela GIS Accela's GIS capabilities deliver spatial data and map services to the Civic Platform for user interaction. GIS provides the ability to mash up Bing Maps and/or Esri ArcGIS Server/Online base maps with organic maps published by the agency or agency affiliate. GIS also provides visualization of an agency's government data geographically by plotting locations of activities captured in Automation on the map. GIS provides enhanced user experience with: * Optimal server response times ♦ Smooth panning Context sensitive commands and menu items Drag and drop functionality ♦ Client side graphic rendering Accela's GIS gives users the option to initiate and manage all land management activities from a map interface. GIS is a bi-directional interface enabling viewing, interaction and presentation of both tabular and spatial information. It leverages an agency's GIS database and map services published by one or more ArcGIS Servers. Base maps published from one agency can be combined with map data from another agency to provide a comprehensive view of geographic information. U Accela inspections in AGQL wmtt svr +.wry . swrrY LwswKt �ry�vifq�wp aw. a.r.quhr..0 5a¢tamare+ u esww+.. Ymr ® 2015 Accela. Inc. All dgMs reserved Item 13. - 323 HB -558- Page 61 of 197 MAccela Or31 Di1` j zlwsz " '011 y ° w-z};co s avia\� r i \ ' 0, .. - t �� Wcw PlePleasessera an object w � View 08I899. SuRdnVa *iy�• \ / i 101 J 1ITU111711, ' '\ I ss� We rill! tacan0n \ \,...�✓t � YOU 08r` Ua8 e96 Wdraxa andl4f \ � 9 � gapatt errvtce liptsat coorainates l0 slmmn w axaxapphcatm. 9aOw n«.ate. I!, aunengx 1, MOM PatCelf _. .�_ `"�� Sttw 9arvlts Mrf . m _�, J T29WD1 Z ytaw 019 inrormNWa f Share the Civic Platform data in Esri ArcGIS Online Optional map editing tools empower end users to draw new features using points, lines, or polygons to represent actual geographic elements or assets. Once these new features are created, they can be associated to transactions in the Automation database. GIS supports efficient fieldwork through its routing features. Inspection schedules can be automatically routed or users can choose to optimize inspection schedules based on shortest distance or travel time. Bing Maps are included with Accela's GIS map viewer. Customers may enhance user views by adding the agency's ArcGIS map layers to the map viewer. Together, these data sources, united with Accela transaction data, offer the most comprehensive visual representation of government and location data available. Users can manage, edit, and update data from the map viewer. The map viewer presents reference data and context -based action items for a selected parcel(s) (i.e., create record, show record, create inspection, etc.). When deployed with Mobile, routing capabilities are available whether connected or disconnected from the network. Routes and driving directions can be saved and printed as needed. Optimized routing can be done one of two ways: To use an agency's street file, that agency needs ArcGIS Server Network Extension and a published routing service. The agency typically creates the network via ArcGIS Desktop and the Network Analyst extension. 0 2015 Accela, Inc. All rights reserved 1' C 5=2 Pagi Item 13. - 324 MAccela 2. The agency may not have a quality street file in an Esri GIS format or does not have the additional Esri software list noted in #1 above. Alternatively, an agency may use Bing Maps, which is included in Accela's GIS solution at no additional cost. Redlining in GIS Routing jobs using GIS Item 13. - 325 © 2015 Accela, Inc. All rights resewed HB -560- Page 63 of 197 MAccela The following is a list of features/functions that are available out of the box in Accela's GIS solution: ♦ Plotting event locations (address, parcel or asset matching) ♦ Start new application/transaction from selected map feature ♦ Navigation (pan, zoom in/out, zoom to scale/selected/full extent) ♦ Select (by line, polygon, rectangle) ♦ Buffer selection ♦ Attach/associate feature to transaction record ♦ Add selected features to a Set in Accela ♦ Redlining (point, line, polygon and text box) ♦ Identify (click on map and see attributes of features) ♦ Reverse geocoding for mobile mapping ♦ Measure (linear and area) ♦ Search for address, parcel, asset, and GIS feature ♦ Routing & driving directions (either via Network Extension and street centerline or via Bing Maps) ♦ GIS editing (create new simple features, modify feature geometry, edit attributes) ♦ Mash up multiple map services ♦ Proximity alerts (non -visual spatial querying in the workflow process) ♦ Dynamic themes (real-time queries displaying results on the map - connectivity dependent) ♦ Mobile mapping/offline mapping ♦ GPS locator ® 2015 Accela, Inc. All rights reserved HB -561- Pap Item 13. - 326 MAccela Electronic Document Review Accela's Electronic Document Review (EDR) provides a comprehensive enterprise document review and management solution for various types of regulatory documents — plans, architectural drawings, etc. — required to be submitted in support of a variety of projects, applications and renewals. Our Civic Platform delivers a complete end -to -end solution for tracking and managing the most critical regulatory functions — permitting, licensing, and more. A tight integration with e-P1anSofts's ePlanCheck (EPC) plan review solution provides a complete, 100% web -based solution to manage documents throughout the plan review lifecycle. EDR is specifically designed to enable review staff to incorporate document review and markup directly into the existing project or application processes that automate, organize, and track reviews. Accela's Citizen Access customer -facing portal supports the online upload and attachment of plans and other supporting documents at initial application as well as throughout the lifecycle of the project or application. Documents remain associated with the original project or application to which they were attached, making them easy to reference and review as required. Documents may also be associated with parcels and other entities such as contacts and licensed professionals. Our Civic Platform supports the management of plans and documents from initial upload to final approval. Document security and permissions, supporting workflows and task assignments, and storage management including support for third party EDMS storage and retrieval is handled by our platform's EDR functionality. Those plan reviewers granted specific reviewer permissions can select a document and begin the review process directly from our Civic Platform. The integral EPC review solution is invoked and the document presented for review within this tool. This full -featured, fully web -based review tools handles all document markups and review tasks, managing document versioning, standard comments and code references, electronic stamping, side -by -side and overlay comparison, electronic signatures, and much more. EPC supports fully concurrent plan reviews by an unlimited number of reviewers, and updates document comments and markups in real time so that all reviewers can see all document updates. All comments and markups are date and time stamped, and indicate the user providing the comments and markups. EPC provides many unique features that make it an industry leader among available plan review solutions in the marketplace, including: �► Easy to learn and easy to use — runs entirely on web browsers, no software installation required. ® 2015 Accela, Inc. All rights reserved Page 65 of 197 Item 13. - 327 HB -562- MAccela W 1 ♦ Supports multi -page PDF documents — Multi -page PDF documents are easily displayed and managed using page thumbnails, allowing agencies to accept plan sets in one easy -to -manage consolidated file rather than in many separate pages. ♦ Provides truly concurrent departmental reviews — Users can review the same plan at the same time while seeing their comments and sketches in real time. ♦ Utilizes a back -end SQL database — Compared to other plan review solutions built on XML that save comments in text files, SQL better secures data, allows global search throughout the comment library, and automatically carries open comments in earlier versions to the most current one. ► Centralizes comments in a built-in library — Agency staff can create a standard comment library of checklists and common markups. ♦ Supports both side -by -side and overlay display — Plans can be opened in separate windows so users can drag and comment on each plan easily. M ........, -' RE Automation's Electronic Document Review has been specifically engineered to support the comparison of large, multi -page PDF documents, a capability unparalleled in the industry ® 2015 Accela. Inc. All rights reserved Page 66 of 197 xB -563- Item 13. - 328 MAccela While our Civic Platform can manage the upload and attachment of an almost unlimited number of document formats, documents for review in EPC must be in PDF format. The industry -standard PDF format is supported by all major CAD programs, and ensures that the intellectual property rights of document owners are protected while also ensuring that submitted documents cannot be altered inadvertently during the review process. Reviewed documents are output in PDF as well, and those needing to view a reviewed document can access these secured documents using the standard free Adobe Reader. Pao}ece slWPU-DM - 20 Margm s.. C.....« Daft rtt HRE Db pYn. STRUCT �'` 5rlsaYlta+ tsisubmllul � tmpacr ttem RCAMU 0 CammmFlMmbe#�-_... C�eDOrY PART iR BEtIIC v stbCategon IF, FRE PROTE v Finn rf % Se v Damon Detail Nm*w _...... ....................._ -- _ _ Hs RVVAWCammert.._ _.. ____.... _.... Code _ e Openings in one -hour e;dt corridor walls (other than doors and ducts) shill be protected by v' olazina listed and labew for a fire votection satin of at least 314 hour in accordance with. . Uploaded Fla FAti7Moad "I %ow SelectFlweto!LVIO F Backcheck fields provide users additional space to make further comment when they review the resubmittals, without disturbing the original comment ® 2015 Accela. Inc. All rights reserved Page 67 of 197 Item 13. - 329 HB -564- MAccela / /I �.._- I i r � � �•� noscr I Documents can be opened and viewed in separate windows with EPC y��i.+c —' vaa� OW M.4 "a •�� a.Wis CMY� y m...aw. r.....,. .. �.t........t:nd 4. rmm. T.:. ~ ` ri�3 iA1at iMi =t Nr vplwWMP° P N.;uNr.. . irrr 3 rM 'LSPot !!M .ON MiwAYTIN Yp1i M t ieYin auYi �A.rYAA�VYiq9+r•.AL�labww `r3Pdl fg03 alwwPwlMMrW..ef L.i acu.xian N ......... � �oN.m - .� n �' s: r.+arniwev.rAi.w vwma R rc 3,Y3iu1 aDA N� jEttA1 � A.Air �� � AOCFI W � m., r�.ar. Y Y N ar. Oe N�aNNaa Wawa nw., AS W.Nr11M/ r hn w. ..•• 'tNll IIAI drrw —NW.Y i.i1W1a yr{Wiy,�NiMl6' WtTI@. _ 1A MAl.YOWIlf tl. A011lW11UnnN lNW.f1F1CMi i11Yt 11W .� Amw arv4 au.s Ain, r.M]T[/ Oar i9G c.�rwr � - a..m WN.La Wr—� OMCENa'ElOFF ..... IDlM.AltRTpN'f PttlC N�pTr .., wy w lmiM:3l1 m a.� 'Arx.AroslLaly a� litN3.l Agency staff can search for comments in the comment library. The specific markups can be placed into pre -defined categories so users can generate correction reports that automatically list comments under each category. 02015 Accela, Inc. All rights reserved HB -565- Page 68 of 197 Item 13. - 330 MAccela Docutneo t. to romiation G1_Ftoor_plan_New Vector_ with_comments.prtf- Constructitm Plans upowed upbod�'d tr �3fi r Doc into Doc Review Tasks Doc Review Comments Doc Review History Downtoad Review teems V search.... Deictc Help Cm "lea gags. Cc�nunantea Datd 92W- et12M ...M Re Asian reduned to waAdrninastrator.!_. 4."t) It t 0104..2012 Thomas Dudley Non -Tat! 9 031tp612t12 17ho tasDudter Sa1d2s' qla nth is r6e1i1... 1 03104,1012 Thomas Dudley it6nn : Hop Paige e 1 Comment Saw glazing is required in haurddus i maldC4rs -9[rM as adjacent to hours iper 4RC 306 a). Please tr: 'ir otae sari glaamg al apar nale toca9sons on Me floor plans. Commented pate Comment" By 01104,7012 Thomas Noll Accela's Electronic Document Review allows users to review tasks, comments, and history from all reviewers Agency challenges and the benefits of using Accela's Electronic Document Review ■ Reduced budgets Integrated, single -source solution for document • Staffing constraints submission, review, ■ Doing more with less markup, and management • Meeting public demands for speed, access, and transparency • Commitment to green solutions ■ Leverages key features of the Civic Platform ■ Introduces document review and markup functionalities through e- PlanSoft's EPC web - Documents where and when users want them • Seamless support for third - party EDMS for storage and retrieval of documents • Flexible solution that supports a variety of agency -driven standards for document submission and review • Physical storage of based solution Collaborative plan review large plans process facilitated via Accela Citizen Access portal ® 2015 Accela. Inc. All rights reserved Page 69 of 197 Item 13. - 331 HB -566- MAccela License and Case Management: Automate licensing to a new level Accela's Licensing and Case Management is a fully integrated solution to track and manage regulatory processes associated with licensing, registration, inspection, investigations, complaint handling, hearings and legal action allowing you to deliver outstanding customer service to licensed professionals and business entities. Accela's Licensing and Case Management solutions offer the highest level of configurability and flexibility to meet best practice and unique government licensing requirements. Licensing and Case Management creates an enterprise platform that promotes: rp► Flexibility and versatility in licensing, registration, and case management via the Licensing and Case Management platform. This comprehensive business intelligence solution automates government operations while facilitating timely and proactive activity management. ♦ Self-service, using Citizen Access, our public facing web portal, and our interactive voice response technology (Accela IVR). These technologies substantially reduce the need for counter operations and provide 24 hour online and telephone access to government operations. Visualization of information with Accela's award -winning Esri® ArcGIS integration which provides access to geographic representation of licensing information and other vital data both in the office and the field. �1 Mobility via Mobile Office and our productivity apps Analytics, Inspector, and Code Officer, which enhance accessibility for field staff and community users by extending back office and public self-service options to the field — with or without an active connection back to the office. Licensing and Case Management Functions As a COTS (Commercial -Off -the -Shelf) solution that is part of our Civic Platform, our Licensing and Case Management solution provides an extensive array of functions to handle professional and business license processing through the early stages of pre -application and initiation through renewal. The solution incorporates all interim and other activities. For more details, visit http: //ii,ww. ciccela. coni/solutiotas/lice»sing. 0 2015 A —la. Inc. All rights reserved Page 70 of 197 Item 13 . - 332 MAccela * Alerts and Holds ♦ Audits ♦ Contact and Entity management Continuing Education management Document handling ♦ Education Tracking Examination tracking Fee management f► Hearings Inspections/Investigations Performance metrics Privileges, specialties, amendments Renewal processing Reporting Scheduling Workflow As a fully web -based and web -accessed solution, Accela Licensing and Case Management is accessible anywhere/anytime in that it only requires a standard web browser. No longer confined by access channels, the solution can integrate separate agency locations, external agencies, and other parties that may need input to the solution. It is no longer necessary to update software on every end user's workstation or PC. These advantages in accessibility and updates amount to monetary gains by substantially reducing client support costs. Accela's Civic Platform provides a fully integrated solution for licensing and case management. Any application type (e.g., license, inspection, enforcement, and more) can be configured to meet your agency's strictest needs by configuring the solution tools to meet each of the sub -processes and business rules governing each case type. Our Civic Platform provides a single source solution for all data as well as history for all in -progress, processed, or completed cases and transactions. License Application Accela's Civic Platform provides the highest level of configurability within the industry. This COTS solution allows public agencies of all sizes both flexibility and surety by meeting current internal needs, while also allowing for growth and C 2015 Accela. Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 71 of 197 Item 13. - 333 Hs -568- M Acce [a adaptability to ongoing regulatory and legal changes. New agencies, departments or license types can be added to the solution without affecting the current configuration. The overpowering goal behind this software interface is to assist all users from those who initiate the application process to those involved with other workflow -related tasks or activities. Automation can initiate licenses, renewals, inspections, complaints, and enforcement processes. These applications and case types can be applicant, field staff, end user and citizen- or applicant - initiated through various on-line and non -computer methods. Once input into the solution is complete, the solution configuration will engage automation and fully account for all needed processing, reviews, hearings, inspections, etc. governing the specific case type. License applicants are subject to the same application functionality and restrictions regardless of the application channel (POS, back office, phone, online). Applicants have the ability to attach any type of electronically formatted document with their initial application or at any time during the application process. The agency can specify what file type and size they will accept through the application. Data Capture Capabilities Automation includes all fields necessary to capture entity data as well as general information such as address and contact information. Once data is entered into the reference tables, the information can auto -populate without having to reenter it for future applications. This feature helps maintain data integrity by reducing the likelihood of data entry errors and increases staff efficiency. The solution can also eliminate duplicate records by merging them when discovered. In addition, entities have the ability to specify their preferred method of communication (e.g., email, fax, mailing address, phone number) for each communication type (e.g., legal, compliance, licensing) across license types. Upon application or other case submissions, the solution will automatically assign a unique ID (or allow manual assignment) that will permanently remain with the application/case. This license or case ID is searchable by any field or combination of fields. All entities also maintain a unique identifier. Entities can be linked to one or many licenses, permits, cases or records. The solution supports parent/child relationships for sub -licenses or cases and the attachment or linkage of other case types that have some user -determinable association with the primary license/case. Through this linking feature, the solution integrates all related data in accordance with any business aspect (geography, address, applicant, facility use, other). Renewals We understand that the regulatory licensing process does not stop at a license approval stage. Automation provides all features necessary to handle the renewal 0 2015 Accela, Inc. All ngMs reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 72 of 197 • H5. .sue Item 13. - 334 MAcceta processing including collection of fees, supporting documentation and required qualifications (examinations, training, etc.). For each renewal period, the solution offers the ability to utilize a new workflow set for capturing records associated with all tasks, approvals, assignments, successful examination results, or deficiencies. L.icerrse tit; CTRO3412 Alen V Submit Reset ': Help Go To ®;p) Renewal Into Hetrortri SIT* Status...... Status Wslory(S) Stractures trust Accmtnts(9).. Wtu#ttuw Worknow History Audit 7 rail (A( � Expiration Code Pay Period Group Expiration Interval S74ND.4RD SPLN'ENSE 1 Grace Period Interval Penalty Interval Number of Penalty Periods 0 1 3 Renewal Fee Function Renewal Fee Cade Penalty Fee Faactim SIMPLE -RENEWAL -FEE RENCWAL SIMPLE_ PENALTY_ FEE Penalty Fee Code Extian St piraatus Expuration Date PENAt.TYC;At_ About To Expire 05M3612 Renewal Tab Through the configuration process, license renewals within the Licensing and Case Management solution can be fully automated. This can be done by batching renewals when they come due, sending email notifications in advance of license expirations, using email and letter reminders, facilitating online payment submissions through the web portal, importing exam results from third parties, etc., or automated to the extent necessary/prescribed. Every aspect of the agency licensing renewal activities can be controlled, configured and re -configured by agency staff. Configuration can be done at any point when any aspect of the renewal process is changed or modified. Licensees can receive specific logon IDs and create their own passwords, allowing them entry to the renewal process within Accela's Citizen Access web portal. Applicants can also designate their preferred method of contact. This process extends to public users through online access. Public users can initiate and complete their license renewal online as well as pay any fees associated with the renewal through this web portal. This entire process can occur within the agency, online, or a combination of both. For example, a public user can start their license renewal process by completing an application online. Then, they may visit the agency to provide supporting documents, pay the fees, and complete the transaction. Conversely, a customer can visit the agency to start the renewal process, and then opt to complete the transaction online. Many times licenses require continuing education or passage of an examination to keep the license current. The Education, Continuing Education, and Examination components of Automation can also be implemented with the license renewal process to ensure all requirements are met prior to license issuance or renewal. Huntington Beach, CA m 2015 Accela. Inc. All rights reserved Enterprise Land Management Software System & Implementation Services Item 13. - 335 xB -570- RFP #2015-0319 Page 73 of 197 MAccela In terms of processing renewals, licensees have the same mechanisms available to them as those for Application Intake. Again, they can be completed online (through Accela's citizen access), by mail, via fax (where payments are not required), or in person. Licensees can update information during the renewal stage. Once submitted, staff can associate the specific documents to the respective license. These electronic documents remain in the solution's repository or in an interfaced Electronic Document Management System. Security configuration options limit who can access the native format of these documents. "Checklists" are available for configuration within the workflow subtasks. The web portal offers the licensee various information including requirements for renewals, continuing education sources, requirements specific to their license type, and information regarding privacy concerns. Where there is a need to change existing license information, the web portal can be configured to allow for these changes by the licensee. Acceptable payments for renewals include credit cards, debit cards, or e-checks. Configuration also allows for partial or full payments as governed by an agency's business rules. For pro-rata licenses, the Business Rules Engine can be configured to indicate the exact amount of the license renewal fee based on time and other factors. All accepted payment transactions provide the licensee with a receipt. Citizen Access provides a secure payment engine (PCI-DSS certified), and the solution does not store payment source information. Following an application renewal, the applicant can view all steps/activities undertaken by the agency to ensure successful renewal of the license. Should the license application be incomplete at the time of submittal the solution can be configured to notify the applicant of further information/documents required via status or disposition on the renewal task and/or by email notification (either manually or automatically). The renewal application also allows for designated mandated fields, whereby any incomplete/undesignated information within these fields will prevent the applicant from moving forward to the next submittal screen until information is complete. Using the web portal, any e-check submittals with insufficient funds (NSF) can activate payment failure notifications for both the back office user and the licensee. This task will then remain open until payment, along with any applicable penalties, are submitted. Staff can configure any fees, penalties or other charges for services that uniquely and specifically align to a given license type. Configuration allows for renewal information, such as grace period expiration method, penalty period, and renewal fee codes. The solution provides all necessary functions and features for renewal handling including. This might include continuing education tracking for approved providers and their courses, or designating the specific number of hours required for a specific period. Renewal notification can be configured within the Business Rules Engine to automatically notify licensees of upcoming key license expiration dates. As in the case of the initial application, a solution wizard exists on the web portal to assist Q 2015 Accela, Inc. All nghts res Necl Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 74 of 197 xB -571- Item 13. - 336 MAccela end users in need of such automated assistance. Business rules will govern for any expiring license, but third party reporting engines can identify expired licenses allowing for appropriate business actions. Sample Renewal Notice License Renewal Notice City of Bridgeview ,; 100 Main St. Bridgeview AZ &6004 925 659-320fl u— READ ALL OF THE FOLLOWING INFORMATION FAILURE TO ACCURATELY COMPLETE YOUR RENEWAL APPLICATION WILL DELAY PROCESSING Your cement license will expire on C 7 fOVril 1. If your L*-anse, s. not renewed, 1 will be considered Void and may be ren :Eaten only upon appit atfon for reinstatement and payment of the appropriate license fee. If the license is not renewed within 1 lieu, after the kmnse is voided the ii ansee will be subject to reexamination for the tense. You may expedite processing by renewing online at httpsltaca.acceia.comfaca demo YOUR LICENSE WILL NOT BE ISSUED UNTIL ALL FEES ARE PAID Contact information Changes If your address, mritact phone number, or email has changed, p9ease enter the information below or update your aDmunt information online. Applicant Signature If competing the renewal application using this form, the P,ppbmnt must complete the information below, as applicable, and the renewal applicaiiom. Failure to sign the application wig delay proc--.sing the renewal application and rray impact the at lfty the licensee, to obtain permLs. Payment If armaletmg Me renewal applicatm using this form you make your checks, cashier checks, or money orders payab4e tc The City of Bridgeview. Mai the completed application below, with full payment, in the enclosed envelop. Questions regarding your renewal application may be directed to the Lcense Dian at 525-659-32M. BETA% TC E TOP CCFY FCR YC-.Ai !$LGftx. ___________________________________________________________________________-- J ne27;2011 02 4201 00111LIC-00000-00090 001618 Gity of Bri d gevi ear 100 Main St. 50dgeviewAZ86DD4 925-668-3200 Yearcu men' ice nse expms on 0710812"1. �aaaa'�11N��tla1�= Parent/Child Relationships RENEWAL A.PPLiCATkDN cnmr:,= a: amiss: vrsa>f wu�x, oe pace h=tom dui CC'•'iiVTY- ................ Automation provides functionality to link licenses, brands, and other case types to one another. Licenses and other case types (entities, enforcement actions, investigations, complaints, etc.) can be linked to one another so access to any one of the records automatically enables access to all linked records. There are no = 2015 Accela, Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 75 of 197 Item 13. - 337 HB -572- MAccela limits on how many case types can be associated to one another. This attachment is governed by the agency's business rules. The solution also provides the capability to establish a primary record, with all attachments linked as secondary records. The solution also allows for "parent" records, from which "child" records can be created. Configuration abilities of the solution abound to enjoin related or child records to fulfill the inter -relationship needed by our clients. Number: 12PLB-tj DW-fX 7 Mena —� List View Create One and Relate Clone Muh Update Related Records Search Locate and Relate Create a Set Remove Help Go 10 �. Sunlnlacy WorMlow Inspection$10) fixtures Information TaMes(0) GiS(1) fee(0) Address(1f Contacts to) Related Documents101 il> 12ENT-0001)0-00002 ]Plang,Errtillem .NA,NA{ I"Pr Aar C- DAWM EDWARDS BOULEVARD BB012900 SLYJTHYJEST BLVD, KANSAS CITY, MO 84108 Jig=, E' E-,-1nr�2PZN0000➢0C00d{Plenning.Zoning.Vatiance,All TYMI <-Pend.no-I1"900 Southwest SM. Kansas Gty, 1,1054908 ItA'*952C2W100000000 �"' U..Ji t2CC+^..WOCOt jBuiitlrp,Bwilbing Deyt,Csmmerce,CO} g"Pentlitgrj I 12ELEA000040003 (BwilCing.Ela tlml Permit,Commeroal.All cet gxresJ ;-Pem�iitg-j 1 J► t2LM"....000➢000002 Pu ,HVAC,NW I-P*nQingj I I >17PLS-0000A➢OUi[SWddng,Pli bNP—iiLCortanercul,All tateyalasj j-r: 4ol jLk1WN EDWARL5 BOULEVARD BS712W SOUTWIS.aTBLVD, K,ANSASC;TY, MO 6.410811$777 B C_:I 12PL9A00t/01D0007($uF1dlmj,Ppwmhimg Psmdk,Cammarcut,Atl lrikgn.iexl lia+rafwij BANNY S'1WARRS BOnLiGYA1Nl SR412§AO SOLm4WEST Bl9'�D, NANSAS CdTY, i11O Bd40Ji t1rX77 Tiered Parent Child Relationships this or Many c irttaets r uxated to Relationship of Entities to Licenses: Child records can be renewals, amendments, complaints, investigation cases, or other subordinate licenses 0 2015 Accela. Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 76 of 197 HB -57 3- Item 13. - 338 MAcceta Fee Schedules Automation configuration allows customization for fee schedules for all case types (licenses, certifications, inspections, enforcement, etc.). The solution simply requires a fee based on any valid arithmetic calculation. For instance, fees can be flat or calculated around factors such as solution data. Automation's fee and cashiering element allows users to configure the needed assessment of fees at the time of assessment/collection. All fees and cashiering operations fall under the solution audit trail providing users with trusted accounting for all financial transactions. The same is also true where system administrators have adjusted/changed fees for business purposes. In person or mail in transactions will still make cash or check payments possible. Credit card transactions are accepted using the agency's web portal, which provides the capability to make online credit/debit card payments 24/7 via any standard web browser. PayPal is the standard for credit card processing. Our customers have the option of using other merchant account vendors for which Accela would provide existing web services for integration. We have completed an assessment for PCI-DSS and PABP certification, and all credit card transactions are completed in compliance with these standards. City of Bridgeview CITY OF BRIDGEJIEW 1 FRANK H OGAWA PLAZA Bridgeview, AZ 66001 1 Frank H. Ogawa Plaza Oakland, CA 94612 Phone: (510) 444-CITY Application: 07LI C-0 00 00-0 0018 Application Type: Licenses/Business License, Sidewalk Cafe/NA Address: 3320 N KING, SUNRISE, AZ 86004 Receipt No. 1488 Payneent Method Ref Number Amorant Paid Payment Date Receives[ Comments Cash $900.00 07f18/2007 OwsmInfo.: LUTHE:R DONALD & ZAIDA JT 3320 N KING ST SUNRISE, AZ 36004 Wank D—ipteon: NEW SIDEWALK CAFE - POSTER'S CAFE ® 2015 Accela. Inc. All ngrds reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 77 of 197 Item 13. - 339 H13 -574- MAccela Administrators can quickly define fee schedules with fee formulae by linear equation, subtotal, and project valuation. End users can assess, invoice, and receive payment for each application partially or in full. The solution provides payment review and a transaction audit trail. They must first pre -define fee items, fee schedules, and payment periods —the core components to fee setup. Once they are established, users can enhance fee setup by incorporating business rules and apply them to record types for implementation. Fees are organized by a fee schedule made up of individual fee items. Each application type is assigned a fee schedule. This allows availability of associated fee items after the application is submitted to the agency for assessment purposes. Users can configure to have more than one fee schedule assigned to each application type. If an agency implements fee estimation, partially completed applications will display applicable fee items to a customer before submission to the agency. Fees can be assessed to incorporate any modifications before billing. Billing schedules for fee items can be controlled by administration or and agency employees. This would create an automated invoice, billed to the customer, either upon application submission or upon completion of the task (i.e., an inspection). When a payment is received, the monies are allocated to the fee items with the highest priority first. For fee items where this is not configured, the payment is distributed equally towards the un-prioritized fee items that have been billed to the customer. An agency can charge a simple fee or create more complex fees incorporating application information and fee calculations. Users can create simple fees, point of sale fees, and complex fees with calculations. Automation also supports drawdown accounts or trust accounts. The payee can use any remaining balance on these accounts to pay for any outstanding fees. The solution can also be configured to alert the customer or other agency staff when a minimum balance has been reached so that appropriate follow-up actions can take place. Compliance Enforcement Enforcement activity is a major responsibility entrusted to public agencies for safeguarding the health and safety of public citizens. Accela is at the forefront of software solutions enabling public agencies to automate their enforcement procedures related to complaint management, conducting inspections and investigations, issuing field notices and citations, holding hearings related to the abatement of regulatory non-compliance conditions and managing disciplinary actions. Enforcement tracking can be an activity tied to any relevant application, license or other case type. The solution provides the flexibility to accept and maintain all compliance and enforcement data. It can track enforcement related to a specific C 2015 Accela. Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System 8r Implementation Services Page 78 of 197 xB -575- Item 13. - 340 MAccela complaint, violation or other, or simply be its own process without being dependent on a specific case type. If enforcement activities are configured to exist as individual case types, as with other Automation case types, they may have their own unique enforcement - pertinent, system -generated ID number and as necessary be associated with other sub -cases or "child cases" as governed by business rules. Users may associate enforcement cases, like other solution cases, with licenses, facilities, etc., or simply have them exist as the extension of those case types in the solution workflow. Third party reporting software can generate letters and other solution output. Workflow allows users to manage enforcement cases and track them with assignments of tasks through individual users or groups. Workflow can be configured as a simple process (i.e., unsubstantiated complaint) or as a complex criminal investigation. Workflow can contain tiered levels to show tasks and subtasks for processes or groups. As a case may work through the tasks of the Investigative Unit, it may be sent to the Adjudication Unit that has a separate set of tasks to complete. Tasks can loop back to other stages, groups and tasks as needed. kt�ME kFC:R.a5 r, 4F'e�aP .Y t In Y �. R�E��Y � yr. ✓ g}�� �- As with all other solution data, users can prioritize enforcement activities, engaging the "fast track" process upon selection. Accela's GIS interface allows for geocode information from GIS solutions to be employed. C 2015 Accela, Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 79 of 197 Item 13. - 341 xB -576- MAcceta Number: 12BRN-00000-{ OVA A n4tce was added to ihis a+ .-d on 2012-07 D8, d:andlbsn:: Seventy' t ftS 'i'ata.l ciandibons: 1 (N&� 1 J yww notice Menu New Modify Tasks (Supervisor) Reactivate Parallel Tasks Help Go To . Summary Workflow Inspections (A) Application lnformativion CONSTRUCTION DOCUMENTS Information Tables (0) Workflow Tasks p EA -Application Acceptance Accepted Qi Fire Review p LandUse Review Ei ,C-) Environmental Health Review --Ap••prgyed With Conditions Approved -Approve p e,Traffic Engineering Review Approved p t Permit Issuance issued p-F�i s;tnspedon C7 wCertificate ofOccupancy Released Released Released E} �: Cl os ure There currently are no ad hoc tasks defined. Task Status Date staff Application Acc.. Accepted 07MW2012 Bao Adams Fire Review Pending Land Use Review Pending Environmental H... Building and Sa... Approved With Conditions 0710812012 Ike Moore Mechanical Review Approved 0710812012 Bao.Adams FVV Engineering ... Approved 07i0812012 Bao Adams Traffic Enginee... Approved 0710812012 Bao .Adams Permit Issuance Issued 0710912012 Bao Adams Inspection Pending Certificate of... Released 0710912012 Bao Adams Closure Pending Workflows can be simple or complex with one or many sub steps tracking the Case from Complaint Intake through Investigation, Adjudication, Final Disposition. Accela's Licensing and Case Management solution provides users the ability to track time, mileage and costs associated with all cases as a case goes through the workflow process from inception as a complaint. For each individual step, the start time, end time and total time can be calculated. Costs can be calculated based on the total time or other solution values and emitted as reports or invoices. ® 2015 Accela, Inc. All nghts reserved Huntington Beach, CA Enterprise Land Management Software System & Implementation Services HB -577- RFP #2015-0319 Page 80 of 197 Item 13. - 342 MAcceta Number 12BRN400DOMM A rwtice rune atltled b bsa reca[d sn 24t2�o3�&9. co. tors S—*:malice 4aQst rArts'i t4iofrcr:'!} s Vxaev rtd-ece ...... __ __...............__... .__.... _.. _..... Menu Submit Calculate Total Time Cancel Help i 60 To .: A D} Workflow History Audit Trail (9) Task Status ....................................................................................................... Building and Safety Approved With Conditions Assigned Date Due Date status Date VMW012 07f13f2012 T7100f2012 Initial examination of the Pre -Submission Application and supporting uments is complete. The packet has been submitted to Planning mrtmentfor staff review. Please monitor the Prpcessbytogging onto new Citizen Access web site at http:Idaca.accela.camlACA DEMO LC Display Corpulent in ACA Action by tDeVartruent• Current Department Action O r Current user ............................................................................-..........................I.............................. Building Department Ike Moore Assigned t0 Department Assigned to Planning Department start Time End Time ..... Hours Spent 2 QO 1 3 II - ',10 1.10 —� E] Mables ; overtime Time Tracking Start Date Workflow History Audit Trail Audit Sampling Est completion Date In Possewft Time (krs) Accela's Licensing and Case Management solution provides a random audit feature for numerous functions, including selection of licensees for continuing education audits, selection of sites for random inspections, and more. This will allow the agency to select specific criteria such as license type, status, or area and pull a random number or percentage of records into a set. This set can then be merged into a letter template if required. A record of the selection for an audit will be documented so that users will have the ability to choose whether licensees are included in the next audit. Accela's citizen access provides a full solution to this process by adding the ability for licensees to go to the site and upload documents to their record via the Internet, rather than having to mail them in and have staff send time matching information and scanning documents. The audit group is randomly selected based on specific parameters defined by the user. Once the set is generated, users can filter the set, run a report, execute a business rule, and otherwise audit the set. 0 2015 Accela. Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 81 of 197 Item 13. - 343 HB -578- MAccela A. Modular Integration What proposed modules are fully integrated (part of the base software) into the main ELM system application? What are the proposed third -party applications? if there are proposed third -party applications, explain how they are integrated into the main ELM system application (e.g., Do the third party applications share security definitions and similar menu structures?) What processes are handled in "real-time"? What processes require batch processes? The proposed products including Land Management, Licensing and Case Management modules, Citizen Access, Mobile and GIS are all fully integrated parts of Accela Civic Platform. Although we do not propose any third -party applications aside of the Civic Platform, we have included in our pricing notes a list of third party software for which licenses are required but not included in Accela Software installer. For example, the City needs existing licenses of relational database management system and report writers, etc. A complete list of prerequisite third -party software licenses can be found in our Pricing Notes in Section 12, Price Proposal. B. Technology Architecture When identifying the proposed technical architecture requirements, please identify the optimal configuration, not merely the minimum configuration. Recognizing the City's stated preferences in Section 4.1, vendors must include a response for each of the following issues: C. Hardware Environment Describe the optimal hardware environment (both clients and servers) required to utilize the proposed software. In the event there is more than one suitable hardware platform, list all options indicating the relative strengths and drawbacks (if any) of each. The optimal hardware environment required to utilize our proposed software is described in the table of Supported Hardware/ Software Specifications that immediately follows this section. D. Network Environment Describe the optimal network environment required to utilize the proposed software. In the event that there is more than one suitable network configuration, list all options, including the relative strengths and weaknesses (if any) of each. 1 Gbps Network Interface Card is required for the webserver, application server, database server, mobile office and GIS server that will be used to support the proposed software. E. Operating System Identify the operating system required by the proposed applications software and database management system in the hardware environment recommended above. In the event there is more than one suitable operating system, list all options indicating the relative strengths and drawbacks (if any) of each. The operating system required for the proposed software is Windows 7 (32 or 64 bit); Windows 8 or 8.1. ® 2015 Accela, Inc. All rights reserved Huntington Beach, CA Enterprise Land Management Software System & Implementation Services RFP #2015-0319 Page 82 of 197 Item 13. - 344 HB -5 79- MAccela The database management system required is either Oracle 11 g and 1 Og, or Microsoft SQL Server 2012, 2008 R2 and 2008. The Accela server software supports Windows 2008R2 through Windows 2012R2. Though there are advantages of using a higher OS such as longer mean time before that OS is out of support, functionally, Accela does not operate any differently on one versus the other. F. Database Platform The vendor is requested to provide the ideal database platform choices for the proposed software. In the event that there is more than one suitable database platform, please list all options, including the relative strengths and drawbacks (if any) of each. The solution vendor should provide a qualitative discussion regarding the proposed solution's ability to perform backups irrespective of open records. The database platform we support are either Oracle l l g and 1 Og, or Microsoft SQL Server 2012, 2008 R2 and 2008. From the Accela software functionality, there is no difference in selecting one versus the other. However, each has its pros and cons which are well documented online by a number of different independent vendors. If you internally prefer one over the other, please use that. Although we run Oracle in house, we have many self -hosted customers who instead use SQL Server. Both Oracle and MSSQL can back up a live database regardless of what records are open. It does this by using consistent images of the blocks/pages taken at the time the backup began. G. Software Version Identify the most current version of the software in release. Detail the percentage of live customers that are currently utilizing the proposed version of the software. Provide a breakdown of customers (by percentage) for each version of the software currently in use. The vendor must provide the most current version of their software, unless a written response is included — clearly stating why the proposed version is being proposed. All known posted and identified fixes to "bugs" within the system must also be applied at time of implementation. We propose our most current Civic Platform version, v. 7.3.3 to the City. There are 196 live Accela customers using our proposed Land Management and Licensing and Case Management modules. Among them, more than 50% are on the most current version of v.7.3, 30% are on v. 7.2, 10% on v. 7.1 and about 10% on v. 7.0. H. Reliance on Best Business Practices Please describe in detail the best business practices that are built into your software. How do these practices pertain to City operations in particular? To speed time to deployment and help maximize your investment, whether on premise or in Accela's hosted Cloud, the Land Management Best Practice 2015 Accela, Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 83 of 197 Item 13. - 345 FIB -580- MAcceta Templates (BPTs) allow an agency to deploy e-government services right out of the box, including pre -configured workflows, data structures, fees, business logic, standard reports, and web forms. These templates are a culmination of 33 years of experience of Accela working with government agencies to streamline and make government services more efficient. Offering four pre -configured modules (Permitting and Inspection; Planning and Zoning, Enforcement and Service Request), the Land Management BPTs will get an agency up and running in the shortest amount of time, enabling an agency and its building industry customers to reap the benefits of the Civic Platform while boosting accuracy and productivity. Planning and Zoning — provides agencies with a comprehensive solution for electronic plan submittal, review, public notification, and approval of land use exceptions. It enables agencies to manage designated land use based on current zoning regulations; track zone changes, variances, and easements; and assign documents to multiple departments for parallel review, enabling plans to move quickly to certificate of occupancy. ► Permitting — includes activities for permit request processing, plan reviews, inspections, permit issuance, and so forth. The permits module enables agency staff to access input data, verify activities, check permit status, and obtain complete parcel information from record data stored in a centralized database. Code Enforcement — users can create cases, issue citations, and manage investigations and evidence for diverse types of cases. Detailed record types and alias can be found in the table below. The exhibit below lists the record types that come pre -configured with the Land Management BPTs. Pre -configured record types in the Land Management BPTs Record Type Alias Enforcement Incident Abatement Abandoned Vehicle Violation Animal Violation Graffiti Removal Overgrown Weeds Violation Tree Violation' Noise Nuisance Building Grading Violation Sub -Standard Property Violation Working Without Permit Violation ® 2015 Accela, Inc. All rights reseed Huntington Beach, CA Enterprise Land Management Software System & Implementation Services Illegal Occupancy Violation RFP #2015-0319 Page 84 of 197 Item 13. - 346 HB -581- MAccela Health and Safety Vacant Building Violation Garbage Service Junk on Property Violation Zoning Home Occupation Violation Fence Violation Illegal Sign Violation Permits Commercial Addition Commercial Addition Alteration Commercial Alteration Demolition Commercial Demolition Electrical Commercial Electrical Mechanical Commercial Mechanical New Commercial New Plumbing Commercial Plumbing Re -Roof Commercial Re -Roof Fence NA Fence Permit Grading NA Grading Permit Multi -Family Addition Multi -Family Addition Alteration Multi -Family Alteration Demolition Multi -Family Demolition New Multi -Family New PoolSpa Commercial Pool/Spa - Commercial Residential Pool/Spa - Residential Residential Addition Residential Addition Alteration Residential Alteration Demolition Residential Demolition Electrical Residential Electrical Mechanical Residential Mechanical New Residential New Plumbing Residential Plumbing Re -Roof Residential Re -Roof Sign Permanent Sign - Permanent Temporary Sign - Temporary Solar NA Solar Permit Planning Application Conditional Use Conditional Use Design Review Design Review Final Plat Final Plat Home Occupation Home Occupation Permit Permit Lot Line Adjustment Lot Line Adjustment Plan Amendment Plan Amendment Planned Unit Planned Unit Development Development G 2015 Accela, Inc. All rights res Ned Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 85 of 197 Item 13. - 347 HB -582- MAccela Preliminary Plat Preliminary Plat Revocable Permit Revocable Permit Rezoning Rezoning Site Plan Site Plan - Major Site Plan Site Plan - Minor Subdivision Subdivision - Minor Subdivision Subdivision - Major Variance Variance Project Annexation Annexation General Plan General Plan Update Update Specific Plan Specific Plan Zoning Text Zoning Text Amendment Amendment Special Request Appeal Appeal Confirmation Letter Confirmation Letter Modification to Prior Modification to Prior Approval Approval PreApplication Pre -Application Meeting Meeting Time Extension Time Extension Our Licensing and Case Management BPTs will get an agency up and running in the shortest amount of time, enabling an agency and its customers to reap the benefits of the Civic Platform while boosting accuracy and productivity. The record aliases listed in the table below come pre -configured with the Licensing and Case Management BPTs. Pre -configured record types in the Licensing and Case Management BPTs Record Type Licenses Animal Dog Dog License Application Dog License Dog License Renewal Business Amusement Amusement Business License Amusement Business License Renewal Amusement Business License Application Entertainment Entertainment Business License Entertainment Business License Renewal Entertainment Business License Application Home Occupation Home Occupation Business License Application 0 2015 Accela, Inc. All ngMs rewwed Huntington Beach, CA Enterprise Land Management Software System & Implementation Services RFP #2015-0319 Page 86 of 197 Item 13. - 348 HB -583- MAcceta Hotel -Motel - Lodging Manufacturer Nightclub -Bar Professional Restaurant Retail Service Street Vendor Vehicle for Hire Wholesaler Contractor Electrical Home Occupation Business License Renewal Home Occupation Business License Hotel -Motel -Lodging Business License Hotel -Motel -Lodging Business License Application Hotel -Motel -Lodging Business License Renewal Manufacturer Business License Manufacturer Business License Application Manufacturer Business License Renewal Nightclub -Bar Business License Application Nightclub -Bar Business License Renewal Nightclub -Bar Business License Professional Business License Renewal Professional Business License Application Professional Business License Restaurant Business License Renewal Restaurant Business License Restaurant Business License Application Retail Business License Application Retail Business License Retail Business License Renewal Service Business License Service Business License Renewal Service Business License Application Street Vendor Business License Application Street Vendor Business License Street Vendor Business License Renewal Vehicle for Hire Business License Application Vehicle for Hire Business License Renewal Vehicle for Hire Business License Wholesaler Business License Renewal Wholesaler Business License Wholesaler Business License Application Electrical Contractor License Renewal Electrical Contractor License Application Electrical Contractor License ® 2015 Accela. Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 87 of 197 Item 13. - 349 1113 -584- MAccela General General Contractor License Renewal General Contractor License General Contractor License Application Mechanical Mechanical Contractor License Renewal Mechanical Contractor License Application Mechanical Contractor License Plumbing Plumbing Contractor License Plumbing Contractor License Renewal Plumbing Contractor License Application Event Special Event Special Event License Application Special Event License Garage -Yard License Garage -Yard Sale License Sale 1. Competitive Advantage For each module, please describe any competitive advantages of your system which would distinguish your system from the competition. Accela's Land Management module makes it easy for state, county and city agencies of all sizes to coordinate activities for the consideration and approval of land use and building permits, inspections and enforcement to meet your jurisdiction codes. The solution saves time, increases productivity and connects government agencies to the businesses, professionals and citizens they serve. Accela's Land Management: Streamlines planning and development. Regulate the growth of your community and ensure that existing and proposed land use complies with zoning designations, building codes and other laws. Track and manage entitlements, historical and environmental issues, plan and departmental reviews from planning through certificate of occupancy. Simplifies the permit process. Manage your entire permitting process including application check -in, plan reviews, fee calculation and collection, inspections, sign -offs, task lists, and more. Engages your citizens 24/7/365 days of the year. Accela's citizen access and IVR capabilities provide quick and easy access to information about permits and inspections directly from any telephone, web browser, or mobile device. Visualizes information with built-in GIS capabilities, which deliver mapping and routing functionality to the enterprise. This overlays government data onto GIS maps, and allows customers to initiate and manage permit activities from a geospatial platform. 012015 Accela. Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 88 of 197 1-113-585- Item 13. - 350 MAcceta 10 Provides online access to save time for agency staff out in the field. Productivity apps, such as Work Crew and Inspector, connect and equip agency field workers with the right mobile device for the job. For the above reasons, Accela Civic Platform Land Management solution is celebrated by hundreds of agencies across the country, large and small. According to the report published by Center of Digital Government in 2014, 25 out of 50 top US cities choose our Accela Land Management to manage their business processes and engage with their citizen and customers. Accela Infix Hwegrow CSDC Systems Tyler Technologies Computronix SunGard ,k7teca Systems I I t 0 10 20 30 40 50 Top 50 US Cities Land Management System Vendor Breakdown J. Workflow Capabilities How does workflow (electronic routing of documents) in your system operate? How are workflow rules established? How does workflow interface with popular e-mail programs, such as Microsoft Outlook? Accela Civic Platform provides robust workflow functionalities to create and manage virtually every agency business process in need. Users can leverage either our Classic Workflow Tool or Visual Workflow Designer to define customized workflows that best illustrate the desired process. By initiating tasks, linking the nodes, defining statuses and triggering events agency users can introduce workflows coincide with their needs. Sub -process can be embedded into master process, in order to realize complex workflows. Branch and loop are allowed between tasks under given circumstances. C 2015 Accela, Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 89 of 197 Item 13. - 351 1-113.586_ MAccela wv Ws C* <. Y.BliMR1{MY. iai kl;A$-iY,P `�11Yl HB�l41. . ��tizantz r h 1 a.i Tr<ek1 [') T "b Task2 iaskl Ti1ia 0 End Visual Workflow Designer View-1 ® 2015 Accela, Inc. All rights resewed Huntington Beach, CA Enterprise Land Management Software System & Implementation Services RFP #2015-0319 Page 90 of 197 Item 13. - 352 }JB ->87- MAccela Visual Workflow Designer View-2 Both agency back stage users and field staff can view workflow tasks regardless of their physical location. When working in the field, remote users can easily enjoy real-time access to their inspection or permit workflows through Mobile Office. 20040353-SAI Workflow Task List and History }eyp TF1:-N0LtXV LN PETALUMA Cz. %nSW TfCNN'tOLOGt LAM UZ APpkvtan SUhmists8 Accepted '41,29/2004 FEtitiSFEA: WILLIAMS OPI- MD,yyX P.—t&gird Fw+N S/WZM4 MNNWIR WELLAMS upon Suirvnary C,OiA dons i.i Lccatwn } People *1 AddnK vtinfonriatic. ,:.. Ins4Maaw s. FCCF 4", Workflow and AcNvitias Actmtces Field/mobile users can view record workflow tasks and history Accela Civic Platform provides seamless Outlook integration. Customized email messages can be added to any tasks in an existing workflow. Authorized users set up workflow email messages by selecting the corresponding task, choosing individual or groups of recipient, drafting content and pointing the triggering status. Previously customized email messages can be stored in the system, in case they are elected to be re -used, users can search necessary fields to quickly locate them. K. Administration /Development Toolsets What application toolsets are included with the software? What unique programming requirements are there? What tools are available to customize the software (e.g., add fields, create new tables, change menus, etc.)? The Accela Civic Platform offers highly flexible user interface, powerful workflow engine and ad -hoc report writer that allows the maximum level of user creativity with minimum requirement of programming skills. Accela's web -based Automation user interface shows several screens on a single page and are configured to meet the needs of individual user roles. Both the citizen facing public portal and the back stage system can be customized to _, 2015 Accela, Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 91 of 197 Item 13. - 353 HB -588- MAcceta present an agency preferred look and feel. The exhibit below shows a simple back stage user console view: "a U11 . -woolm ;. A& tie= wa, z t &_=.... MI s" M lY'i€.ffJGR *5sE{.a�^. t"mn ic..g�a A<10 P.A 3CS? i' T-m EYfs++w+.av yy f'YiL SR $is•WN tare "aw t% ;E YrO. 4ton i °A'r WG W' ,('Ream h1b"Awa�l9 G' 5-M ,,. 4 U.— 0 Su h 4— C , W 8t turm C..'t" F' Yud* : %kats Ge4 *w Ic rx RA6SUFF. Ai ?U"r,2c�„*«F:aa. Q ,;s. unr.-a...+»,. a '1.11vt. 6�ivotaa -.•�SS...�_":�i. nlp�Ys:baYj F'�^�s:#iwa- F.jeMuxE.4: gta�ca. $:i�'+'.'U7: fY; i4aQ'IiR '. 4 r ?am+ns+ry vlrav try^ R"'M a 1*4p u Y� e ,+ .as �axt*ema dw`taS$;43FT Fier„a'p+, A.aereMts'Pi aainn na.a,a�,u,: Console Display in Simple Skin The Civic Platform support unlimited numbers of user -defined fields in any given forms. Available field types include check box, data, drop -down list, numeric, radio button and plain text fields. Once a form layout is decided, it can be cloned over to simplify the creation process of other similar forms. The ad hoc report writer is a quick and easy way to create customized reports and dashboards. When users design a new report, the report designer leads them through a logical series of steps, beginning with the choice of a data source. After selecting a data source, the user can then choose the fields desired in the report. Field attributes such as sorting and grouping, charts and gauge panels, the colors and shading, the header and footer of such report can all be configured. One can also set up report access permission to separate the view -only and full access user groups. L. Security What security tools are included with the software? How does your application restrict access to the following: administrative tool access, application access, menu access, record access, field access and querying / reporting access? What is included in the usersecurity profile? How is the security profile defined? The Civic Platform offers City users to handle role -based security by the management of individual user profiles and the association of such profiles to diverse user groups. When the system administrator set a user up, he/she can Q 2015 Accela. Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 92 of 197 1IB -589- Item 13. - 354 MAccela choose the specific module and add -on products such user has access to. View - only and full access privileges can be set on an individual document level. ON— Ar9d IfF a IA.kr. iStm in add Ow"r. Passamd • _ I}I?1YwgUY5l/4tll Dtmlay initiate i. ACA: Tltla: Mane iarnier, ..__....._,_� IVR IlW NOW ilie ; OWLS/^ __.___ ...................................... Mt. Pia Nombae_ Aco ni'. [Msaide Time Fna _ W,l r�7 Va w*wil Tw..dfi T7wwa train.':' 34TY':. P"motr) chue:: f as :bi. -..' pp fsteatw�m MW nWW cil Pasaw." at and i,b"n, Dd*V IWSPECt cm Units- stallim a It." 0 0—t. t AQ 1.'agis Da#e: Accoss Mock 5*%Wj C• s4~, Iw iow" SlA iroc: bail * r t. sediiam b'tte Allaw Acc $ to AGIS ( Ding Laws • ESRI): 1! tG *WAS Av*Ra a %r t4*: UMW *W €ketrit s l USox Aill An - - -- €F `; €lcewaes Ares kme lar u.: uwb u.. i Ux: Afh W #cteas M Aw: €karaes AwrdisMa tar IM: UnWil €ksaset i US*- User ca t lug in to AA wd doss nnK can,~ w AA §i se: itsit ineiupfs�rikiy+ •. _ As>et Marospeasmt tinlydiow #IOdales tl unsex AuaRabia for IAowwa% pt Usa: n MadWt Loser Grog" s 3245- aF�P.�h:Utef Adding a user to Civic Platform To control login access the administrator has the freedom to either require users to change their own passwords or redirect that authority to admin. The City can define password expiration period to the length it desires. The system also integrates with Active Directory. M. Upgrade tools Define the frequency of upgrades. How are patches and fixes deployed? How are patches and fixes applied? How are upgrades applied? What happens to software customizations (e.g., user -defined tables and fields) during the upgrade? How many versions of the software does your company support? How long does a typical upgrade take to implement in an organization the size of the City? Any time a fix, patch, or workaround, is delivered, the Customer Support team will assist existing customers with the install and testing, as necessary. If testing Q 2015 Accela, Inc. All rights resewed Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 93 of 197 Item 13. - 355 11B -590- MAccela reveals that the incident is satisfactorily resolved, the incident is closed; otherwise, the incident is escalated to Accela's Engineering team. Once a solution is confirmed as satisfactorily resolving the issue, it is closed and no longer actively tracked by the Customer Support team. A closed incident can be reopened at any time if the issue needs to be readdressed. Accela's software releases typically occur annually (but may vary as requirements dictate) and other point releases as needed. The agency will need rrtsomeone with network administration skills and access as well as a Database Administrator or someone with credentials to access, modify and update the database. Service/feature packs are a collection of different patches, minor enhancements, or revisions that, by necessity, must be released outside of the normal release cycle and typically occur at six to eight week intervals as needed. Patches are used to correct an identified problem with a software program or an operating system that requires immediate action are only issued on an as -needed basis. Upgrades and patches do not affect any local customizations developed by individual agencies. A typical duration to install/implement in one environment (Dev, Test, Prod) is as follows: ♦ Hot Fix: 1 to 2 hours Service/Feature Pack: 2 to 3 hours ♦ Version: 4 to 6 hours Provision of release notes — All version upgrades, patches, etc. are provided with corresponding instructions to enable a complete understanding of the reasons and outcomes. Detailed product release notes accompany all product releases, and are alternatively available on Accela's Success Community website for customers to review prior to installation. In addition, the following technical documentation is provided with each major release: ♦ Administrator Guide ♦ User Guide Installation and Configuration Guide ♦ Online Help ♦ Interface Software Development Kit For on premise customers, upgrades to Accela's Civic Platform do not require a contract. When an upgrade becomes available, an e-mail notification is sent to all affected customers. Clients have the option of accepting these upgrades and releases into their configured systems. Accela keeps track of table structures and all system configuration data changes and then incorporates them into our standard database upgrade scripts. (It is the client's responsibility to test any customized user interfaces or user -defined tables and store procedures.) The result is that such efforts do not impact future releases of the product at any client agency. All system upgrades, point and C, 2015 Accela. Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 94 of 197 HB -591- Item 13. - 356 MAccela patch releases are provided via a secure FTP site, and are easily installed and contain information regarding the specific release for review prior to their incorporation by our client sites. Pursuant to our Maintenance agreement, Accela will provide maintenance support to on premise customers for the current release of each of its maintained software applications and for the release immediately preceding such current release. All other releases are deemed to be "legacy releases". Accela will respond to maintenance requests concerning legacy releases only using currently available information. Services requiring additional research, engineering -level support, or coding or programming by Accela will not be provided pursuant to the Maintenance Agreement, but may be separately available at rates and on terms that may vary from those described herein. N. Reporting and Analysis Tools What reporting tools are available? What On -Line Analytical Processing (OLAP) tools are available? Are there any interfaces to Microsoft Office? Do the same security definitions apply to the reporting tools as to the main ELM ; system software? Please provide a list of standard reports, by module, that come "out of the box" with the software. The City has multiple options of reporting and analysis tools, including Crystal Reports Server, Oracle, and Microsoft Reporting in the case of self -hosting Civic Platform. Should the City choose Accela hosted solution, we will use Crystal Reports. In either case, the City can also leverage the robust Accela AdHod Report Writer to customize any desired reports, and save it for future re -use. Accela Report Manager and AdHoc Report Writer can export reports into any major file formats consumable by Microsoft Office, such as PDF, Excel, Word, SML and RTF. In addition, City staff can get an at -a -glance view of business information and actionable data with Smart Charts so you can share results with others. All reporting functionalities share the same security definitions with the main Enterprise Land Management system, so any user can easily access them with one-time login. However, visibility to certain data class can be set at individual user level, thus authorized users can hide confidential data not supposed to be shared among diverse groups, including external users. The table below shows a list of "out of the box" standard reports that come with our packaged Best Practice Templates. The list is considered confidential information, we appreciate the City for keeping such data from our competitors and other third -parties. ® 2015 Accela, Inc. All ngnts reserved Huntington Beach, CA Enterprise Land Management Software System & Implementation Services RFP #2015-0319 Page 95 of 197 Item 13. - 357 HB -592- MAccela Accela Best Practice Template Standard Report List y • t AdministrationlAccela Citizen Access Registered User List Administration\lnternal Users by Group Administration\User Activity List Assets and Work Orders\Asset Details Assets and Work Orders\Asset List,,,,,,„ Assets and Work Orders\Work Order Form Assets and Work Orders\Work Order Form -Field Assets and Work Orders\Work Order List Charts and Graphs\Active Records By Module -Record Type Charts and Graphs\Active Records By Record Types Charts and Graphs\Cases ServiceRequests WorkOrders Closed by Type Charts and Graphs\Code Enforcement Incidents by Month Charts and Graphs\Daily Scheduled Inspections by Building Inspector Charts and Graphs\Daily Scheduled Work Orders by Crew Lead Charts and Graphs\Fee Revenue Trend Charts and Graphs\License Applications by Month Inspections\Failed Inspection List Inspections\Inspection Count by Inspector Inspections\Inspection Count by Inspector and by Inspection Inspections\Inspection History Log Inspections\Inspection History by Address Inspections\Inspection History by Record Inspections\Inspections Scheduled by Date Range with Inspection History Inspections\Monthly Inspection Summary by AddressDistrictDateType Inspections\Non-Finaled Permits by Date of Last Inspection Inspections\Open Inspections by Inspector Inspections\Permits Due to Expire I nspections\Schedu led Inspection Assignment I nspections\Schedu led Inspection List Record s\Ce rtificates of Occupancy Issued During Date Range Records\Days Between Application Submittal and Permit Issuance Records\Expired Permits with Contact Information Record s\Ga rag e-Ya rd Sale List Record s\Inactive License List Records\lssued Permit Form Records\lssued Permit Form Sub Condition - Sub Report Records\lssued Permit Form Sub Fee - Sub Report Records\lssued Permit Valuation Records\Monthly Record Summary Records\Permit List 0 2015 Accela, Inc. All ngMs reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 96 of 197 HB -593- Confidential and Item 13. - 358 MAccela Records\Permit List With Address and Valuation Records\Professionals with Expired Workman's Compensation and Active Records Records\Record Activity by Status Records\Record By Professional Business Name or Number Records\Record List Records\Records By Condition Records\Records By Contractor Records\Records Opened by Date Range Records\Records by Address Records\Records with Active Conditions Record s\Viol atio n History Workflow\Late Tasks by Assigned Department Workflow\Records with Active Review Tasks Charts and Graphs\Open Permits by Type Charts and Graphs\Open Service Requests by Type Charts and Graphs\Open Work Orders by Type Charts and Graphs\Permits by Month Charts and Graphs\Planning Applications by Month Charts and Graphs\Service Request Response Time Charts and Graphs\Service Requests by Month Fees and Payments\Fee Summary by Account Fees and Payments\Outstanding Fees by Modue Fees and Payments\Outstanding Fines - Enforcement Fees and Payments\Payments By Cashier and Payment Method Fees and Payments\Payments Made By Date Range Fees and Payments\Payments by Module Fees and Payments\Receipt Fees and Payments\Receipt Sub Fee - Sub Report Fees and Payments\Receipt Sub Payment - Sub Report Fees and Payments\Revenue By Account Code Fees and Payments\Revenue By Record Type Fees and Payments\Revenue by Fee Type Forms and Letters\Business License Form Forms and Letters\Business License Renewal Letter Forms and Letters\Business License Renewal Notice Forms and Letters\Notice of Violation Forms and Letters\Permit Expiration Letter Forms and Letters\PetLicenseCertificate Forms and Letters\Records Permit Forms and Letters\Stop Work Order ® 2015 Accela. Inc. All rights reserved Huntington Beach, CA Enterprise Land Management Software System & Implementation Services RFP #2015-0319 Page 97 of 197 Confidential and Proprietary Item 13. - 359 1111-594- MAcceta O. Ongoing Internal Functional and Technical Support What is the recommended make- up of the internal (City) functional and technical support team post -implementation? What is the number of staff and skill set required to adequately maintain the system after the implementation partner has !eft? The table below identifies the recommended City personnel to maintain the Accela Civic Platform aftergo-live. The "Full Time Equivalent" or overall percentage of time that an individual is suggested to commit to the period following the "Go Live" or post -implementation of the project. For example, an FTE of 0.10 would indicate that the individual spend ten percent of his/her time after the project has been completed. Please note the recommended number of FTEs to the City is based on the assumption of an on premise system delivery. In the event that the City chooses to an Accela hosted model, such numbers are subject to change. User" Simple adjustment of workflow General support for departmental staff using Accela's Mobile, Citizen Access, GIS service, etc. Infrastructure Support 0.10 , Network maintenance System Administrator 0.10 , General maintenance of the system and user ID maintenance (training a primary and a backup is the best practice). Lead the application of software patches and upgrade releases (2 to 4 days typically) to prepare, test, etc. GIS Administrator 0.10 Ongoing maintenance usually related to layer updates, new dynamic themes, etc. Report Developers 0.25 = Changes/development of reports. Amount varies based on the number of reports. Huntington Beach, CA ® 2015 Accela. Inc. All rights reserved Enterprise Land Management Software System & Implementation Services HB -595- RFP #2015-0319 Page 98 of 197 Item 13. - 360 p al w Acceta ..... Supported Hardware and Software Specifications Supported Hardware Requirements Supported Software Requirements AUTOMATION User Workstations Pentium Dual Core Processor or better, 3 GHz * Windows 7 (32 bit or 64 bit) • Windows 8 or 8.1 2 GB RAM Internet Explorer 10 or 11 (32 bit)* *Accela will endeavor to support the current browser version (and the version immediately preceding such current version) within a reasonable amount of time after they are released by the manufacturer. 2 GB free space Silverlight 5 Internet Connection • JRE 6.x to support SmartChart and Process Diagram • JRE 6u3 required for Accela Report Writer on I 10 • JRE 6u10 required for Accela Report Writer on IE 11 Microsoft .NET Framework 4.0 or 4.5 to run Accela Electronic Document Review Web Server Multicore Intel Processor (single or multisocket) — if Virtualized, 2vCPUs Microsoft Windows Server 2008R2 or 2012 (64 bit recommended) 8 GB RAM Railo (open source CFMX engine recommended as alternative to Adobe ColdFusion 7 Enterprise Edition) //,// a rw••r•+r•Iwrrr•r RAID-1 (or better) storage with 8GB free space SSt_ Certificate (required for PCI compliance) 1 Gbps Network Interface Card Adobe ColdFusion 7 Enterprise Edition Additional servers for load balancing and high availability if needed Accela-provided software: E JBoss 4.2.3 with integrated Tomcat 6.0.37 Java SE 7u21 ," 2015 Accela, Inc. All V49 ,e-.ed Page 1 of 5 MAccela Application Server } 01MI °»��� Accela-provided software: • JBoss 4.2.3 with integrated Tomcat 6.0.37 x • Java SE 7u21 • Accela Report Writer v, Database Server CD W Supported HardwareRequirements• • • • Software• Multicore Intel Processor (single or multisocket) Microsoft Windows Server 2008R2 or 2012 (64 bit — if Virtualized, 2vCPUs recommended) 8 GB RAM SSL Certificate (required for PCI compliance) RAID-10 storage with 20GB free space • Crystal Reports (CR) Server 2011 or 2013 with Enterprise 4.1 • CR 11 R1 and R2; v 11 Enterprise • CR 2008 v1 • CR Embedded 2008 v2 or v3 1 Gbps Network Interface Card Oracle Reports 10g and 11g MS SQL Server 2012, 2008 R2, or 2008 Microsoft Exchange Server 2007 SP1; 2010; or 2010 SP1 Multicore Intel Processor with large processor Oracle 11 g and 10g cache (preferably multisocket) 16 GB RAM Microsoft SQL Server 2012, 2008 R2, or 2008 • Oracle: RAID-10 storage sufficient to hold historical data and new data • Microsoft SQL Server: RAID-10 storage for database log files sufficient to hold peak log file generation rate. 1 Gbps Network Interface Card (teamed aggregates recommended) Use as many disk spindles (minimum 8) as possible so that disk 1/0 is not a bottleneck. 2015 AccWa. Inc. All !i9bls �naerved W Page 2 of 5 N W MAccela W 0'�'ITIZEN ACCESS Application Server 00 Accela GIS Application Server (assuming client uses ArcGIS) Requires the exact same version of Esri products including ArcSDE, Network Analyst for Server, and ArcG/S Server. Supported Hardware Requirementsr•• • Software Requirements Multicore Intel Processor (single or multisocket) — if • MS SOL Server 2008, 2008 R2, or 2012 Virtualized, 2vCPUs • Microsoft Windows Server 2012 (64 bit) 6 GB RAM Supported browsers include": ■ Internet Explorer 10 or 11 (32 bit) • Firefox 29 • Safari 6 (iOS only) • Google Chrome 34 ■ Opera 21 'Accela will endeavor to support the current browser version (and the version immediately preceding such current version) within a reasonable amount of time after they are released by the respective manufacturers. RAID-1 (or better) storage with 8GB free space Microsoft Internet Information Server (IIS) 7.x or 8.x 1 Gbps Network Interface Card Microsoft .NET Framework 4.0 or 4.5 Additional servers for load balancing and high SSL Certificate (required for PCI compliance) availability if needed Multicore Intel Processor (single or multisocket) — Microsoft Windows Server 2008R2 or 2012 (64 bit if Virtualized, 2vCPUs recommended) 6 GB RAM Silverlight Run Time Edition 4.0.6 RAID-1 (or better) storage with 20 GB free space Microsoft Internet Information Server (IIS) 8.x, 7.x or 6.x 1 Gbps Network Interface Card Microsoft .NET Framework 4.5 or above Additional servers for load balancing and high Esri ArcSDE 10.2, 10.1 SP1, and 10 availability if needed Esri ArcGIS Server Standard/ Enterprise, 10. 1, 10.1 SP1, 10.2 and 10.2.1. SSL Certificate (required for PCI compliance) �D 2015 Acce4a, Inc. All 0ghfs reserved Page 3 of 5 wo .-. MAccela Do not install multiple versions of Esri products. New Accela GIS Application Server This application server is required by customers that choose to deploy new Accela Citizen Access. Mobile Client (laptop/tablet) Devices tested include: • Motion Computing J3500 and F5v • Panasonic Toughbook CF-19 and H1 • Dell E6400 XFR • Asus Eee Slate EP121 • Surface Pro • Panasonic Toughpad FZ-G 1 Supported Hardware Requirements Supported Software Requirements Esri ArcGIS Network Analyst for Server 10.1 SP1, and 10.2 ArcGIS Online External APO (XAPO) will not be able to use this New AGIS SQL Server Express/ SQL Server for using New AGIS Intel Pentium or Intel Centrino dual core processor • Microsoft Windows 7 (32 bit or 64 bit) • Microsoft Windows 8 or 8.1 (64 bit) 2 to 4 GB RAM Crystal Reports Runtime 2010 or 2008 40 GB HD Microsoft Report Viewer 2010 or 2008 Wireless Card (not necessary if Mobile Client use Microsoft .NET Framework 4.0,4.5 or 4.5.1 is purely offline/store and forward mode) (.NET Framework 4.5.1 must be installed on both the Mobile client and Mobile server machine before installation of Mobile Server and Mobile Client) Esri ArcGIS Engine 10.2, 10.1 SP1, or 10 SP5, each with the Network extension Multicore Intel Processor (single or multisocket) — Microsoft Windows Server 2008R2 or 2012 (64 bit if Virtualized, 2vCPUs recommended) 6 GB RAM Microsoft SQL Server 2008; 2005 SP3, 2000; and Desktop Server Engine (MSDE) 2000 e) 2015 Accela, Inc. M ,gt0s,oz d Page 4 of 5 W MAcceta flobile Server Application Server Sam Iowa Accela-provided software: • IVR • JBoss 4.2.3 integrated with Tomcat 6.0.37 • Java SE 7u21 IVR only supports Tomcat version 6.0.26 and JDK 1.6.x, and does not need JBoss or Java. Supported Hardware Softwaref RAID-1 (or better) storage with 10GB free space SSL Certificate (required for PCI compliance) 1 Gbps Network Interface Card Microsoft Internet Information Server (IIS) 8.x, 7.x or 6.x Microsoft .NET Framework 4.0, 4.5 or 4.5.1 (.NET Framework 4.5.1 must be installed on both the Mobile ( client and Mobile server machine before installation of AMO i Server and AMO Client) Oracle 11 g, 10g, and 9i Multicore Intel Processor (single or multisocket) — * Microsoft Windows Server 2008 or 2012 (64 bit if Virtualized, 2vCPUs recommended) 6 GB RAM • Voxeo Prophecy Server 10 • Prophecy 11 VoiceXML, Premium ASR/TTS or Nuance 9 RAID-1 (or better) storage with 20 GB free space 1 Gbps Network Interface Card Additional servers for load balancing and high availability if needed ?1 2015 Accela, lnc AB rie_h±s resane0 Page 5 of 5 MAccela (This page is intentionally left blank.) 02015 Accela. Inc. All rights reserved xB -601- Item 13. - 366 � MAccela 5 Third -Party Products We confirm no third -party product is proposed with Accela Civic Platform to the City. 0 2015 Accela, Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 99 of 197 Item 13. - 367 HB -602- MAccela (This page is intentionally left blank.) (` 2015 Accela, Inc. All nghts reseed Huntington Beach, CA Enterprise Land Management Software System & Implementation Services HB -603- RFP #2015-0319 Page 100 of 197 Item 13. - 368 MAccela 6 Implementation Plan A. Provide an overview of the implementation plan, as well as the methodology used to install the software. Accela offers unmatched experience in software implementation activities — throughout our history we have installed, configured, converted data and trained people on our software products more than 900 times. As the below image shows, agencies can choose one of two deployment options for accessing Accela Civic Platform —On Premise or as a managed service via the Accela Cloud. A On Premise Access Mud Options {Delivered By) !Delivered By) _. _-__.._. _ __. Accela Automation Application Admin Agency Agency Physical data center Agency Accela Disaster recovery fawdlity Agency Accela Hardware Agency Accela .Software Agency Accela Upgrades Agency Accela Staff Agency Accela On -Premise versus Accela Cloud System implementation is a critical activity that sets the tone for the Agency's ongoing use of the Accela Civic Platform. The Accela Implementation Methodology will be employed to support a thorough and well -managed process. An onsite Accela implementation team will lead all project management, working in partnership with Agency staff to confirm that this project is delivered on time and within budget. Accela's Implementation Methodology requires customers to play an active role in the implementation to ensure the solution ultimately meets their needs, as all Accela project tasks require input, prerequisite tasks, and extensive reviews from the customer. For clients choosing to host their Accela Civic Platform in the Accela Cloud using Best Practices, our implementation process will follow a streamlined version of this same methodology. C' 2015 Accela. Inc. All rights reserved Huntington Beach, CA Enterprise Land Management Software System & Implementation Services Item 13. - 369 1113 -604_ RFP #2015-0319 Page 101 of 197 MAccela Critical Success Factors Project implementation will be a collaborative effort between the agency and Accela. Significant time will be spent to ensure agency goals are met, as defined in the Statement of Work. Accela implementation projects range in duration from six months to several years based upon a variety of factors. Similar to implementation costs, implementation timeframes vary widely based upon size, scope, and complexity of the solution. The following list identifies the critical factors that typically have a significant impact on Accela implementations: ♦ Dedicated Agency Participation — Accela fully understands that Agency staff members have daily responsibilities that will compete with the amount of time that can be dedicated to the Accela Civic Platform implementation project. However, it is critical that the Agency acknowledges that its staff must be actively involved throughout the entire duration of services as defined in the Project Plan. We will communicate insufficient participation of Agency and Accela resources through Project Status Reports with real and potential impacts to the project timeline. We will work with the project sponsors and department leaders to determine appropriate team member involvement. This could range from full-time during early analysis meetings to part-time during the technical implementation phase. ♦ Best Practice Templates — Accela's Best Practice Templates, or pre -built business processes, are based on direct experience with hundreds of existing customers and domain experts. These templates are complete packages of working business processes including workflows, data structures, business logic, fees, form and standard reports. These will be utilized as the baseline for the Solution Foundation phase of the implementation, which will decrease risk, expedite deployment and ensure a superior utilization of the solution. Knowledge Transfer — While Accela cannot guarantee specific expertise for Agency staff because of participating in the project, we will make all reasonable efforts to transfer knowledge to the Agency. It is critical that Agency personnel participate in the analysis, configuration, testing and deployment of Accela Civic Platform to transfer knowledge to the Agency. Once Post Production assistance tasks are completed by Accela Services, the Agency assumes all day-to-day operations of Accela Civic Platform outside of the Support and Maintenance Agreement. The Service and Maintenance Agreement does not cover any Agency manipulation of implemented scripts, reports, interfaces and adapters. Key knowledge transfer areas include: + Configuration + Business Process Automations O Batch scripts O Interfaces O Event Management Scripts O Expressions © 2015 Accela, Inc. All rights reserved Huntington Beach, CA Enterprise Land Management Software System & Implementation Services 111411,3154TIM RFP #2015-0319 Page 102 of 197 Item 13. - 370 MAccela $ Reports and Forms Deliverable Acceptance Process — Upon completion of each deliverable according to the acceptance criteria defined herein, Accela will provide the Agency with a Deliverable Acceptance Form to formalize acceptance and completion. This form is subsequently signed by the appropriate Agency contact, as defined in the Project Charter, and faxed/scanned/emailed or hand delivered to Accela. It is critical that reviews and approves each project deliverable to confirm that Accela is meeting its expectations. Upon completion of each Deliverables Acceptance Form, Accela will proceed toward the next milestone. Deliverable review cycles, if extensive, can extend the length of a project significantly. Legacy Data Conversion —Involvement by qualified Agency staff to assist in preparation and understanding of Legacy data to be converted into Accela Automation is required. Accela technical implementation staff will assist the Agency in identifying data anomalies and inconsistencies that must be resolved by the Agency staff prior to a successful data conversion being developed and executed. Accela's Implementation Methodology — Accela's successful, proven, implementation methodology is crucial to the project success. Accela's software and customer base is a niche market and, as such, the implementation methodology may differ from other consulting firms and software packages. It is imperative to project success that the Agency is willing to adhere/adopt to our implementation methodology. Documentation of Current Processes and Systems — The level of available documentation can impact a project schedule considerably. Proper documentation can expedite the learning process for consultants, while limited documentation can result in additional phases (i.e., As -Is documentation, requirements validation and review). ♦ Complexity of Scope and Requirements including: + Number of departments, divisions, user groups and/or agencies to which the software is deployed. + Business requirements and/or processes to be implemented including, but not limited to license types, certification types. + Level of automation required and degree to which clients rely on inherent COTS configuration that maximizes out of the box functionality thereby reducing ongoing maintenance and support efforts. + Conversion requirements — number and complexity of sources systems for data migration. System factors that lead to additional complexity include data cleansing requirements (if any) and/or converting legacy systems with limited and/or no documentation. + Interfaces requirements — number and complexity of interfaces and specification of such, including but not limited to the frequency and type of data to be exchanged. 0 2015 Accela, Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 103 of 197 Item 13. - 371 xB -606- MAccela + Training requirements — including the number of business users that will require training and the schedule to do so in a manner that minimizes impact to operations. + Testing requirements — including the time and effort available of agency staff to define and accurately and adequately test the new functionality and data migrated. While some or all of these factors influence the overall project schedule, it is critical to understand the business reasons for implementation, including the overall goals and objectives, or vision, of our clients. Often our clients are working to implement mandated requirements within specified timeframes; other clients seek to increase efficiency, extend transparency and/or reduce overall spending on custom development efforts. The goals and objectives of our clients will be considered in the development of an overall project schedule and plan that reduces risk, maximizes benefit, creates a solution and works within the constraints of the agency. Accela Professional Services Depending on a client's specific needs, we will employ our in-house professional services team or one of several partners, specializing in providing various types of implementation services to government agencies. Accela Services is one of the leading national implementation groups involved in the configuration and deployment of government software solutions. Few companies have the breadth and depth of experience of Accela Services with over three decades of exclusively devoting their expertise and effort to the automation of public agencies. Our team commits its resources to all aspects of systems integration, design and development, data migration, installation, training, and database administration. This commitment strengthens the participatory role of government throughout the implementation by their expert direction and management. Government team representatives are guided into their various participation activities and ultimately commit less time with our team than with other competing vendor teams. hVe believe in partners of volume, not a volume ofpartners Our certified implementation partners below, some of which are also value-added resellers, have a deep understanding and expanded skill set for delivering the Accela Civic Platform. For those reviewing an electronic copy of this submission, click on a company name to visit their website: C 2015 Accela, Inc. All rights resewed Huntington Beach, CA Enterprise Land Management Software System & Implementation Services RFP #2015-0319 Page 104 of 197 Item 13. - 372 HB -607- M Acce [a ♦ 21 Tech ♦ Accenture ♦ Byrne Software Technologies, Inc. ♦ Deloitte Consulting ♦ GovMethods ♦ IK Consulting ♦ Natoma Technologies ♦ Peak Technology Solutions ♦ Redmark Technologies ♦ TechGlobal ♦ TP Systems ♦ TruePoint Solutions ♦ Woolpert We also have strong relationships with many of the leading System Integrators, including Accenture, Deloitte Consulting, CGI, and NTT. Accela software has been successfully deployed using several different partnering models and deployment structures. Below are two common types: ♦ Accela Primed Projects — Accela Services has primary responsibility for delivering the project. System Integrators and/or certified implementation partners augment the team by providing specific product, technical, and project management expertise. ♦ Partner Primed Projects — System Integrator or certified implementation partner has primary responsibility for delivering the project. Accela Services provides product knowledge and specific subject matter expertise to the team to support key project activities and deliverables. Item 13. - 373 ® 2014 Accela, Inc. All rights reserved Proprietary and Confidential HB -608- Page 105 of 197 MAccela Approach Accela's implementation methodology comprises six stages, each with its own project objectives, activities and defined deliverables. A detailed project schedule defines each stage of this process. A draft of this plan is included in this proposal for review, and the six Accela Implementation Methodology stages are presented in the graphic below. Accela's Implementation Methodology uses principles developed from the Project Management Institute's (PMI(R) Project Management Body of Knowledge (PMBOK®), the recognized ANSI standard, and it is malleable to meet specific Agency requirements. Accela will develop a project management plan that provides details of our approach, methodology, organization, communication strategy, risk mitigation strategy, integrated master schedule (IMS), staffing plan, training plan, development, transition and implementation plan, and collaboration between the Agency and the design team for program success. We will include each task, as specified in a subsequent Request for Proposal (RFP), within the project management plan to support execution of its related scope. At the program level, we will integrate the individual tasks and activities to form an overall project management plan and an integrated master schedule. In preparation for Go Live, Accela will work with the Agency to prepare a checklist and appropriate approach given geographic distribution of end users and availability of super users. This checklist acts as a "mini project plan" within the overall project plan. During the lead up to Go Live and for 2 weeks post Go Live, Accela will support the triaging and Level 1 response to issues. Within 30 days of Go Live, Accela will turn over this role to Agency staff the Agency will be transferred to the Accela Customer Support team for ongoing support. This methodology will be employed for each Phase of the deployment. Develop solution an d Customization Review Goals and Analyze and Design Configure Systern Plan Project Wotion — . 0 1 , 11 - --m 0-16 -.1E - Test. Train and Cw Live and post Prepare for Go Uve Production Support Six Stages of Accela's Implementation Methodology The section below describes each implementation stage, which is defined by specific Objectives, Activities, and Deliverables. ® 2015 Accela, Inc. All ngW reseNed Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Implementation Services Page 106 of 197 xB -609- Item 13. - 374 MAccela Accela Implementation Methodology Definitions Methodology1, Component Objectives �' heir rp r4t'; imp tort" ear s`; achievements of the stage. Agency/Accela project management team confirms that these objectives have been achieved. Activities The tasks to be performed to achieve Activities are the daily tasks of the the defined objectives. project implementation and follow the format defined of the project plan. Activities are closely monitored and drive the overall project status/ progress. Deliverables The tangible result that will be Deliverables are material artifacts that delivered at the end the stage. A represent the defined objectives and are project deliverable can be anything the result of Activities. A deliverable from a completed document, a represents the objectives of the stage in presentation, or configured system. a substantive manner whereby the project success can be evaluated and approved. ® 2015 Accela. Inc. All ngMs reserved Huntington Beach, CA Enterprise Land Management Software System & Implementation Services RFP #2015-0319 Page 107 of 197 Item 13. - 375 HB -610- MAccela Stage 1 — Initiation Stage 1 sets the tone for the entire implementation by ensuring the project starts in a well -organized, structured fashion while re -confirming the Agency and Accela expectations regarding the implementation. This stage comprises project planning activities, core project management documents and templates and the first on -site meeting conducted between the Agency and Accela after the signing of the Statement of Work. Implementation Methodology Stage 1 Objectives, Activities, and Deliverables Develop a strong communication plan that includes status meetings, progress tracking and reporting mechanisms, issue/risk management plans, budget management, and resource management plans. Complete all project planning activities including a complete, resource loaded project schedule/plan, Kickoff meeting, and status reporting schedule . Identify approval and sign -off requirements of all milestones. ° Successful installation of licensed Accela products in the support environment. (Agency hosted only) Ensure understanding of Agency vision for the project/solution W J e Schedule and conduct initial meeting/call with Agency project leadership (typically Sponsor, Jurisdiction PM, Accela Director, and Accela PM) to review objectives, scope, and timeline for the project R Work with Agency PM to develop Project Charter using Accela's Project Charter template t Review and gain approval on Project Charter Work with Agency PM to develop Integrated Project Plan using Accela template t Review and gain approval on Project Plan from Agency Sponsor • Agree on Accela Project Status Report Template • Setup project SharePoint Site and upload pertinent documentation (Manuals, Contract, templates, etc.) ® 2015 Accela. Inc. AN rights reserved Project Charter — A comprehensive deliverable that defines how the project will be managed and executed for each stage of the implementation. This document details all functional areas of the project and includes the project approach, project organization and roles/responsibilities matrix, project plan, communication plan, and the issue/risk management plan. The charter outlines how deliverables, milestones, and change control procedures are addressed. Statement of Work Review — Review of the scoping document that defines all consulting/professional services work and deliverables to be provided by Accela, Inc. Baseline Project Plan — A project timeline that details the dates and durations of all implementation activities, including status meetings and executive committee meetings. This plan serves as the main calendar to track all events related to this project. Project Status Report Template — The template from which all project status reports are created. Project SharePoint Site — pre -loaded with baseline documentation. Project Initiation Meeting (Kickoff) — During the project kick-off meeting, the project charter and schedule of status meetings and deliverables will be reviewed with all participating departments and the executive committee overseeing this project. Proprietary and Confidential Page 108 of 197 cD W 0 Acc_Plia Agree on Issues and Risk Management System Installation Document — For on premise Agency's, complete Log (SharePoint) and deliver a detailed document of the completed installation. Organize and conduct Project Kickoff Meeting with jurisdiction Schedule Project Team onsite work facilitates access to any necessary buildings, systems, etc. Deliver technical specification requirements (i.e. hardware and software) to Agency for on premise installation where appropriate For anon premise solution, assist Agency in the installation and setup of x Development (DEV) environment Cd Fora managed services solution, set up and ensure Agency access of the Development (DEV) environment. ® 2015 Accela. Inc. All rights rewe ed Proprietary and Confidential Page 109 of 197 MAccela Stage 2 — To -Be Analysis During Stage 2, Accela reviews existing agency documentation, interviews agency staff, and conducts workshops, and meetings, to understand and document the "To -Be" vision of the Agency solution and how it will leverage the licensed Accela products. It is during this phase that Accela gains a deeper understanding of Agency processes and business rules; simultaneously, the Agency begins to gain a deeper understanding of the methodology and Accela Civic Platform capabilities. Implementation Methodology Stage 2 Objectives, Activities, and Deliverables •Activities Deliverables Identify the detailed system requirements Document the to -be state of each business process as a basis Best Practice GAP Analysis and for each record/transaction/activity type for configuration in all licensed Accela products Configuration Updates to Best from inception to completion ^ Develop and demonstrate select end to end system prototypes Practice configuration to meet Agency • Prepare detailed requirements for all in - scope system configuration required to meet Agency requirements. • Identify and define the level requirements for technical components such as reports, interfaces, business rule automations and data conversions • Document high-level use/test cases to be used for unit testing and further, establish a baseline for full end -to -end test cases, i V to assist Agency with understanding of future state and documented requirements n Document all users and security requirements n Document intake requirements, forms, and data fields for each business process; output requirements (documents/letters/reports); fees and collection procedures for each record/activity type; and all required inspections and inspection result options for each case record/activity type. a Assist in identifying potential data elements that should be mapped into the Accela Civic Platform application. Work with the Agency to identify required fields to be mapped to existing agency systems that are identified required interfaces . Conduct workshops with management team(s) to discuss potential organizational impacts associated with enhanced workflows and job functions Provide orientation and core team training on licensed Accela products requirements. • To -Be Analysis Document(s) — The blueprint for configuring the Accela Automation. This document outlines the To -Be state of each unique Agency process to be built by Accela Services. * Prototypes — Used to demonstrate selected aspects of the Accela solution to assist in understanding how it will operate for the Agency. 1 ® 2015 Accela. Inc. All rights reserved W Proprietary and Confidential Page 110 of 197 e� CD W W 2 Accela oStage 3 — Solution Foundation In Stage 3, Accela will be built to match the to -be processes agreed to in the Analysis stage. Essential to this effort is the configuration of the Record (Case, Application, License, Permit, Work Order, etc) types that were agreed to during the To -Be Analysis stage. The Solution Foundation utilizes all `out of the box' configuration tools to establish a baseline, or foundation, configuration of all Accela products as required prior to beginning the Stage 4 — Build components. Implementation Methodology Stage 3 Objectives, Activities, and Deliverables s.Activities Complete the configuration and unit testing of ^ Configure all record types and Accela Civic Platform Accela Civic Platform and its corresponding components as required for complete solution products and services (such as Citizen Access, Unit test all base Accela product components as Mobile, and GIS capabilities). built - Unit test the as -built configuration to ensure Conduct review sessions with the departments progress towards meeting the Agency business throughout the process to ensure expectations are requirements. met ® 2015 Accela. Inc. All ngMs rewe ed Solution Foundation Document - details the technical aspects of what has been built to meet Agency -specific business rules and processes (e.g., in -scope record types (workflows, task statuses, user defined fields, fee structures, etc.). Proprietary and Confidential Page 111 of 197 MAccela Stage 4 — Build Stage 4 includes development of all system integration points, business rule automations, report outputs, and data conversion/migration programs. Although Stages 3 and 4 occur overlap, configuration activities do not end until after the Build stage is completed. This Stage is comprised of all the technical components of the solution that are required to meet the Agency requirements and can only be completed once the Solution Foundation is complete. At the end of Stage 4, the complete end -to -end Solution has been developed, unit tested and is ready for full User Acceptance Testing. Implementation Methodology Stage 4 Objectives, Activities, and Deliverables Develop and system test the data conversion Assess Agency support environment to ensure w Business Process Validation and Automation programs to migrate data from the in -scope that the infrastructure components meet all Specifications and Development — Identification and data sources into the Accela Automation requirements. (Agency hosted only) development of all in -scope event scripts, batch application. Make recommendations (if necessary) for scripts and expressions. Complete accurate data conversion mappings. Confirm schedules are in -line with required data loads for system and user acceptance testing cycles. Evaluate Agency technology infrastructure for compliance with Accela Civic Platform's technical standards, specifications, and requirements. Map, review, and convert/migrate all system data into Accela Automation. upgrades to the support environment, if needed. • Report Specifications and Development — (Agency hosted only) Identification and development of all in -scope reports. • Install/setup other required Accela • Data Conversion Specifications and Development environments, such as Test and Production as — Conversion/Migration of all legacy data. required to complete the implementation - Interface Specifications and Development — Review required data conversion activities to Identification and development of all in -scope ensure proper data field mapping interfaces. • Develop and system -test the data conversion/migration programs and load the data into Accela Automation Develop and test all in -scope interfaces, - Configure and system -test the in -scope reports. business rule automations and reports. - Develop and unit test the application interfaces. Complete all aspects of end -to -end solution to The Accela team will work with Agency IT staff prepare for User Acceptance Testing. to ensure the interfaces are working as required - Agree to and develop in scope Business • Conduct administrative, and maintenance Process Validations and Automations. training Core team testing of Accela Civic Platform w User Experience - fine-tuning of the User Interface ("look and feel") of the solution, usability and security. This portion is completed prior to User Acceptance Testing to provide a more refined view of the system and assistance with system acceptance for new users. Administrative and Technical Training — Training for Agency staff that focuses on the administration, maintenance, and augmentation of its Accela Automation configuration. ® 2015 Accela, Inc. All nyhts rewe ed W Proprietary and Confidential pp Page 112 of 197 L u W 00 MAccela Stage 5 — Readiness During Stage 5, the Accela Civic Platform is tested, users are trained, and Accela's team prepares for system deployment. User acceptance testing plans are developed, approved, and executed during this stage. When this Stage is complete, the Agency must confirm all system requirements have successfully been met prior to moving to Production and system live status. Implementation Methodology Stage 5 Objectives, Activities, and Deliverables Develop and execute a User Acceptance Test . Execute the User Acceptance Test Plan to Plan. Gain approval/ confirmation that the ensure the requirements have been satisfied system requirements as documented and K Schedule, conduct, and document results of signed off on have been completed and met. testing sessions with each participating Complete all User Acceptance Test activities. department to execute the User Acceptance Test Plan. If necessary, corrections deemed to be in -scope will be made to the system Schedule an executive session to review the successful completion of the User Acceptance Test Plan for approval and sign -off Gain approval to execute the Deployment Plan. Schedule training sessions Conduct end user training. ® 2015 Accela. Inc. All rights resmed User Acceptance Testing — A User Acceptance plan will be developed and is used as a guideline in User Acceptance Testing. Approval of completion of this deliverable confirms that Accela has successfully met the requirements of the new system and the system is ready to be deployed. End User Training — User groups are trained in the use of Accela Civic Platform. This training includes how their daily responsibilities and workflows are enhanced by the Accela application (business operations training). Proprietary and Confidential Page 113 of 197 MAccela Stage 6 — Deploy The final stage of the project is marked by the transition of Accela Civic Platform to the production environment. All necessary go -live activities are identified, documented, reviewed and executed. A review of the Statement of Work ensures that all system requirements have been met. Once deployed, the agency may begin to use the system in their day-to-day activities. Upon completion of Stage 6, all support functions are transitioned to Accela's Customer Support. Implementation Methodology Stage 6 Objectives, Activities, and Deliverables Completion of all training on the use and Complete all training for all specified user maintenance of Accela Civic Platform. groups Successful deployment of Accela Application Develop and execute a deployment plan to in the production environment. manage the go -live event . Agency use Accela solution in their daily activities. Obtain Project Completion Signature, indicating that the project has completed Execute the Deployment Plan, whereby the system is installed and live in a production environment Onsite support from Accela for negotiated Pre -Production Checklist Development, Tracking and Execution — A document detailing all go -live required activities, timelines, and execution. m Move to Production — Accela is fully transitioned to the production environment and ready for daily use. Post Production Analysis — A review of all activities detailed in the Production Checklist and confirmation of project completion. successfully and turn Agency over to Accela's amount of time during go -live deployment - Formal Transition to the Customer Support for Customer Support for ongoing support. - Schedule an executive session to review the Ongoing Support — The process whereby the activities and results of deployment, and gain Agency's project is transitioned to the Customer signature indicating that the project has been Support for ongoing support. This includes training successfully completed Agency staff on the many ways to contact and interact with the Customer Support, as well as the transition of all documented issues and requests from the implementation team to Customer Support staff. 0 2015 Accela. Inc- All nghts reserved w Proprietary and Confidential Page 114 of 197 N MAccela B. What is the timeframe for fully implementing the system? If the proposal contains a phased -approach, provide the specific start and end dates for each phase and provide a listing of the modules proposed for each phase. The vendor must provide a price and implementation plan that supports the City's preferred timeframes. However, the City welcomes and will consider reasoned alternatives. The vendor should provide an additional implementation plan and schedule, if appropriate, based on their experience implementing their product at firms of similar size and complexity as the City. Accela is proposing a phased implementation plan with 2 Phases: The first phase starts from project kickoff day and lasts for approximately 12 months. The second Phase will also last for approximately 12 months. The full solution will be deployed for the departments and permit/business processes detailed in Section 2 of this proposal, upon completion. It is possible to change the phasing to better meet the City's requirements, availability and other unknown items upon contract award/selection. A high level project schedule sample has been included below. Should the County select Accela, we will refine and validate contract schedule requirements, project phasing, intermediate milestones, calendar workdays, schedule activity coding, schedule updating, and any other items related to the project schedule during the project initiation stage. 0 2015 Accela, Inc. All rights reserved Page 115 of 197 Item 13. - 3 83 Hs -618- ID I ID (Task Name 14 15 24 25 _ 26 27 28 30 31 34 35 Proposed Project Implementation Schedule 1 Project Delivery 2 Contract Signing _____..__._ ....................... 3 Project Management 4 Phase 1 - Building and Planning 5 Initiation Stage 6 Project Plan and Charter 7 Project Kickoff 8 Core Team Training 9 System Setup (Dev and Test) 10 To -Be Analysis 11 Solution Foundation 12 Accela Automation Configuration 13 Accela Citizen Access Configuration 14 Accela Mobile Configuration 15 Build Stage 16 Business Process Validation and Automation 17 Data Conversion 18 Analysis 19 Development & Unit Testing 20 Interfaces 21 Analysis 22 Development & Unit Testing 23 Reports 24 Analysis 25 Development & Unit Testing 26 Accela GIS Implementation 27 User Experience 28 Readiness Stage 29 User Acceptance Testing Preparation 30 User Acceptance Testing 31 User Acceptance Testing Close Out 32 Training 33 Admin Training 34 Report Workshop 35 Train the Trainer . ......................... ....................... 36 Deploy Stage 37 Go -Live Preparation 38 Pre Go Live System Checks 39 System Go -Live 40 Go Live Support 41 Phase 2 - Fire, Finance and Public Works Duration 1 Start Finish :Predecessors 537 days Mon 7/6115 Tue 7/25/17 1 day Mon 7/6/15 Mon 7/6/15 517 days Mon 8/3/15, Tue 7/25/17 2FS+19 days 346 days? Mon 4/6/15', Mon 8/1/16 11 days? Mon 8/3/16 Mon 8/17/15 10 days Mon 8/3/15', Fri 8/14/15 2FS+19 days 1 day? Mon 8/17/15 Mon 8/17/15 6 2 days Tue 8/11/15 Wed 8/12/15 6FS-4 days 2 days Thu 8/13/15 Fri 8/14/15 6FS-2 days 45 days Tue 8/18/15 Mon 10/19/15 5 40 days Tue 10/20/15 Mon 12/14/15 35 days Tue 10/20/15 Mon 12/7/15 10 20 days Tue l l /10/15 Mon 12/7/15 10FS+15 days 5 days Tue 12/8/151, Mon 12/14/15 12 121 days Mon 11/16/15 Mon 5/2116 30 days Tue 12/15/15 Mon 1/25/16 11 70 days Tue 12/15/15 Mon 3/21/16 25 days Tue 12/15/15 ............. Mon 1/18/16 11 45 days Tue 1/19/16 Mon 3/21/16 18 65 days Tue 1119/16 ............ Mon 4/18/16 30 days Tue 1/19/16. Mon 2/29/16 18 35 days Tue 3/1/16 Mon 4/18/16 21 45 days Tue 3/1/16 Mon 512/16 15 days Tue 3/l/16 Mon 3/21/16 21 30 days Tue 3/22/16 Mon 5/2/16 24 30 days Mon 11/16/15 Fri 12/25/15 20 days Tue 3/22/16 Mon 4118/16 17 50 days Tue 4/19/16 Mon 6/27/16 10 days Tue 4/19/16 Mon 512/16 15FS-10 days 30 days Tue 5/3/16 Mon 6/13/16 29 10 days Tue 6/14/16 Mon 6/27/16 30 254 days Mon 4/6/15 Thu 3/24/16 30 5 days Mon 12/7/15 Fri 12/11/15 11 4 days Mon 3/21/16 Thu 3/24/16 5 days Mon 4/6/15', Fri 4/10/15 25 days Tue 6/28/16, Mon 8/1/16 10 days Tue 6/28/16 Mon 7/11/16 31 5 days Tue 7/12/16 Mon 7/18/16 37 5 days Tue 7/19/16; Mon 7/25/16 38 10 days Tue 7/19/16 Mon 8/1/16 38 261 days? ...... Tue 7/26/16 _ ....... Tue 7/25/17 _ . ......... We r+ CD W D t2 00— C_A t4 45 47 48 49 50 _51 53 54 55 57 58 63 64 66 __67_ ID (Task Name 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 Proposed Project Implementation Initiation Stage Project Plan and Charter Project Kickoff Core Team Training To -Be Analysis Solution Foundation Accela Automation Configuration Accela Citizen Access Configuration Accela Mobile Configuration Build Stage Business Process Validation and Automation Data Conversion Analysis Development & Unit Testing Interfaces Analysis Development & Unit Testing Reports Analysis Development & Unit Testing Accela GIS Implementation ...................................... User Experience Readiness Stage User Acceptance Testing Preparation User Acceptance Testing User Acceptance Testing Close Out Training Admin Training Deploy Stage Go -Live Preparation Pre Go Live System Checks System Go -Live Go Live Support Schedule Duration Start Finish 'Predecessors 11 days? Tue 7/26/16 Tue 8/9/16' 10 days Tue 7/26/16 Mon 8/8/16 39 1 day? Tue 8/9/16 Tue 8/9/16 43 2 days Wed 8/3/16 Thu 8/4/16 43FS-4 days 45 days Wed 8/10116 Tue 10/11/16 42 40 days Wed 10/12/16 Tue 12/6/16 35 days Wed 10/12/16 Tue 11/29/16 46 20 days Wed 11/2/16 Tue 11/29/16 46FS+15 days 5 days Wed 11 /30/16 Tue 12/6/16 48 122 days Mon 11/7/16 Tue 4/26/17 30 days Wed 12/7/16 Tue 1 /17/17 47 70 days Wed 12/7/16 Tue 3/14/17 25 days Wed 12/7/16 Tue 1/10/1747 45 days Wed 1/11/17 Tue 3/14/17 54 65 days Wed 1/11/17 Tue 4/11/17 30 days Wed 1/11/17 ........... Tue 2/21/17 54 35 days Wed 2/22/17 Tue 4/11/17 57 45 days Wed 2/22/17 Tue 4/25/17 15 days Wed 2/22/17 Tue 3/14/17 57 30 days Wed 3115/17 Tue 4/25/17 60 10 days Mon 11/7/16 Fri 11/18/16 15 days Wed 3/15/17 Tue 4/4117 53 50 days Wed 4112117 Tue 6/20/17 10 days Wed 4/12/17 Tue 4/25/17 51 FS-10 days 30 days Wed 4/26/17 Tue 6/6/17 65 10 days Wed 6/7/17 Tue 6/20/17 66 5 days Wed 12/7/16 Tue 12/13/16 5 days Wed 12/7/16 Tue 12/13/16 47 25 days Wed 6121/17 Tue 7/25/17 10 days Wed 6/21/17 Tue 7/4/17 67 5 days Wed 7/5/17 Tue 7/11/17771 5 days Wed 7/12/17 Tue 7/18/17'72 10 days Wed 7/12/17 Tue 7/25/17'72 4th Qua 1st Q l Proposed Project Implementation Schedule arter I 3rd Quarter i 4th Quarter 1st Quarter I 2nd Quarter L West - Project Manager[46 CD Proposed Project Implementation Schedule W 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter 1st Quarter 2nd Quarter iec Jan Feb Mar Apr Ma p y Jun .Jul Au ( Sep Oct I Nov ' Dec Jan Feb + Mar Apr--Lmay Jun W 00 MAccela C. Any bug patches or upgrades that occur during the implementation will be the responsibility of the vendor with knowledge transfer to the City's technology staff. Describe the role of the City and vendor staff` for bug and patch applications (if any). Vendors must include in their proposal a detailed Help Desk strategy for the City, both during the implementation, upon "go-live,"and for the post -implementation period. Accela will implement the most current version of Accela Automation at the time of the contract signing. For on premise customers, new versions of Accela software with new features will not be implemented as part of this project without a change order. For subscription/Cloud customers, new versions of Accela software with new features will be automatically upgraded. New features or configuration that are outside the project scope will also require a change order. For planned upgrade and service pack release, on the day the Accela Cloud test environment is upgraded, the latest software release is made available on the Accela FTP site for Accela on -premise customers. We also provide notification of all releases via our Accela Success Community site. At that time, customers can download and install the current version to any of their environments. Accela's Customer Support team is available to assist on -premise customers with an upgrade provided it is an upgrade of an existing implemented environment. Two weeks' notice is required for assistance to allow for timing and scheduling of resources. All testing and verification is done by the customer in a test environment prior to installing the latest version in their Support or Production environment. The Customer Support will assist via remote WebEx sessions; however, the agency or its representatives are expected to install and configure any new software release. Accela's Customer Support team will be available to assist with any errors or issues that may arise during the upgrade process. Help Desk Capability During implementation, all client questions and request for support are directed to the service team personnel. We believe that communication between the City and Accela is critical and that most major issues can be identified and mitigated early if the proper communication processes are in place. As part of Stage 1 — Project Initiation, we will develop a strong communication plan that includes status meetings, progress tracking and reporting mechanisms. The resulting Communication Plan will be submitted to the City as part of the Project Charter deliverable. The Accela Project Manager will work with the City Project Oversight Team to refine and deliver a Communications Plan that describes how communications will be managed on the project, including: How project information will be collected and stored, and what procedures will be followed to disseminate the information; © 2015 Accela, Inc. All nghls r Ned HB -623- Page Item 13. - 388 MAcceta The distribution structure, specifically detailing what, how, and when information will flow to stakeholders; and The method by which information will be accessed if it is needed between regularly scheduled communications. Communications Management Accela collaborates with the Agency to formulate and actively maintain a Project Communication Plan The Project Communications Plan identifies the means by which multi- directional project communications will occur. The Accela Project Manager will work with the City Project Oversight Team to identify information and communications requirements, the best way to meet those requirements, and document those requirements in the Communications Plan. The Accela team considers communication a principle responsibility of a Project Manager. The Enterprise Land Management System Communications Plan will describe each formally -defined communication event for the project (e.g., ongoing status meetings, steering committee meetings, governance meetings, status reports, scorecards). The Accela team will define each communication event in terms of: What the format of the communication event will be (e.g., meeting, report, conference call; Where (typically) the communications event will take place; Who the initiator / responsible party for the communications event is; ► What the frequency of the communications event will be; Who the expected and required participants in the communications event are; and Who the recipients of the results of the communications event will be (for example, if the event is a meeting, the minutes distribution list, which in most cases will extend well beyond the meeting participants themselves). The Project Communications Plan will be described in detail and included in the PMP, and will include the definition for all project meetings including, but not Item 13. - 3 89 ® 2015 Accela, Inc. All nghts reserved HB -624- Page 117 of 197 MAccela limited to: the initial Project Kickoff Meeting, Phase Kickoff Meetings, Project Development Meetings, Project Quality Assurance Meetings, Project Status Meetings, and Executive Steering Committee Meetings. Accela's proposed Project Manager, Ms. Cindy Sullivan, will attend all such meetings, and, with support from the Accela Project Management Office (PgMO), will be responsible for the development of agendas and pre -and post -meeting documentation. The Project Status Report will provide a concise review of the status of each lifecycle phase (Initiation, Business Process Reengineering, Design, Development, Acceptance, Training, Data Migration, and Implementation) for all active components in the project. To easily recognize the status of each phase, the Accela team and the City Project Manager will jointly define and agree to the key statistical measurements, parameters and indicators (e.g., red, yellow, and green indicators) for the reporting thereof. Upon and post go -live, Accela's Customer Support, based in our San Ramon, California headquarters, provides live technical support between 4:00 a.m. and 6:00 p.m. Pacific Time, Monday through Friday, excluding Accela-observed holidays. Staffed with 27 support professionals, the Customer Support team responds to all client issues and routes technical incidents accordingly based on the nature of the incident. Unlike some of our competitors who provide better support to customers who pay a higher annual maintenance, our Customer Support team provides the same level of superior service to all clients, which includes: Providing information in a timely and professional manner Performing best efforts to resolve any incidents submitted ♦ Documenting each incident and its resolution Escalating incidents to other Accela departments as necessary Tracking the duration of open incidents and ensure forward progress Communicating the progress of open incidents with customers up to and including resolution Delivering fixes and workarounds for any incidents Pursuant to our standard maintenance agreement (included in the Additional Information section of this proposal), the following services are included in Accela's annual maintenance: Telephone Support — Accela provides a telephone number to contact Customer Support, Accela's live technical support facility. E-Mail Support — Accela will provide one or more electronic mail addresses to which a customer may submit routine or non -critical support © 2015 Accela, Inc. All ngMs reserved HB -625- Page Item 13. - 390 MAcceta requests 24 hours a day, which Accela will address during its regular business hours. * Online Support — Accela will provide access to archived software updates and other technical information in Accela's online support databases, which are available 24 hours a day. Remote Support — When required to properly resolve a maintenance request, Accela will provide remote assistance via the WebEx environment or another mutually acceptable remote communications method. �► On -Site Support — If remote support is not acceptable, Accela can provide on -site assistance, which will be billed at Accela's then -current time and materials rates. In addition to these charges, compensation for associated airfare, lodging, rental transportation, meals, and other incidental expenses will be billed as accrued. Software Updates — Accela will provide revisions of and enhancements to maintained software products as such updates are generally released. We deliver, or make available to customers for download, software updates and supporting documentation via our File Transfer Protocol (FTP) site. D. Provide a matrix of "roles and responsibilities" for each major activity contained in the proposed implementation plan. Our proposed team members are well versed in the Accela Civic Platform application, and are well qualified to lead this effort. At its sole discretion, Accela may choose to augment or replace individuals on this team with other qualified team members at any time during the course of this effort. Our Project Manager shall assume full responsibility for the coordination of this team and its interaction with key City resources assigned to the effort. Accela's Services organization consists of a Senior VP of Services, VP of Services, Senior Managers, Managers, Senior Consultants, and Consultants. Our Project Manager will run the project on a daily basis with Executive Project Oversight provided by our Senior Vice President of Services. Weekly Status reports are distributed to the client team as well as Accela Management and monthly or bi-monthly steering committee meetings are held with the executive staff from both parties. Continuity in the composition of the project team will be maintained by managing the project plan and ensuring that the resources for the team are booked accordingly for the estimated duration of the project plan. Accela holds weekly status meetings with the project team and weekly management resource meetings to address any current or future project resource needs or risks. Item 13. - 391 ® 2015 Accela, Inc. All ngtds reserved HB -626- Page 119 of 197 MAcceta Accela Project Team Responsibilities Project Director The Project Director will oversee the project's progress and direction by working with the Project Manager. Primary goals are to ensure efficiency, consistency and quality in delivery of Accela implementations. Project Manager The Project Manager will work closely with the City Project Manager to manage, track, facilitate and plan for all project activities. The Project Manager works with the Project Sponsors, Subject Matter Experts and other stakeholders to ensure the timely delivery of a quality product. Responsibilities include: Develop and maintain project plan Resource Management and tracking Establish priorities Provide expertise in requirements development and communication strategy Identify and mitigate issues and risk E Provide direction, organize and run team meetings Consulting Lead The Consultant Lead will participate in the System (implementation/Technical) Configuration analysis sessions and will have primary responsibility for the management of Implementation and Technical personnel and configuration. t Responsible for the Implementation and Technical Consultants, working directly with client Subject Matter Experts (SMEs) and technical personnel throughout all aspects of our implementation Manages and assists in Business Analysis activities Manages and assists in Configuration activities Manages and assists in Technical Configuration activities Consultants The Principal Consultant will lead and participate in the System Configuration analysis sessions and will have primary responsibility for the configuration design of Accela Automation. Responsibilities include. - Responsible for the Implementation and Technical Consultants, working directly with client Subject 0 2015 Accela, Inc. All nghts reserved HB -627- Page Item 13. - 392 MAcceta Data Conversion Lead �F4 r SO, 39 0 Manages and assists in Technical Configuration activities Provide expertise in the area of data conversions including data mapping, configuration of conversion programs and, and database training. Provide qualified Technical Consultants with expertise in Accela's Data Conversion process and tools. Work with Commission Business and Technical resources to define the scope of the data and develop a comprehensive strategy for data conversion. Assess the quality of data to be converted into Accela Automation and develop an acceptable data ��✓,y� � .ek 3 cleanup strategy. Work with Commission Business and Technical resources to define the scope of data conversion Interfaces Lead testing and develop a comprehensive testing strategy. Develop and execute the data conversion program. Provide expertise in the area of interfaces, including: w Lead the analysis and requirements gathering sessions Develop the interface specification document Develop interface or adapter Demonstrate operating interface Item 13. - 393 0 2015 Accela. Inc. All rights reserved HB -628- Page 121 of 197 MAccela E. Describe the methodology and plan for implementing any third party software, if applicable. The methodology shall include the estimated timeframe, overview of phases and milestones, assumptions and assumed responsibilities. No third party -software will be implemented to as part of our proposed project. F. Confirm that the proposal contains the level of work effort that will be required to provide for the known customizations, modifications and/or custom reports that the proposal response has indicated as necessary to deliver the functionality. Identify any assumptions related to these items. Accela confirms that the proposal contains the level of work effort that will be required to provide for the known customizations, modifications and / or custom reports that the proposal response has indicated as necessary to deliver the functionality. Overall project assumptions is included in our response to question A of this section. G. Describe the role of the City and vendor staff for interface development. Provide the assumptions related to the work effort estimates for interfaces (e.g., the specific interfaces included in the work effort estimates). Also, provide a brief description of the interface development process including any special toolsets that will be utilized for the process. Virtually every Accela Civic Platform implementation has mandated the establishment of interfaces to third party systems. Our integration framework allows data to be brought into the system from virtually any external source. While each source/channel may differ in how the data is brought in, the configuration layer of the application allows for the sharing of rules to support using the same process for multiple channels, if desired. Data brought into the Civic Platform and persisted in the platform will conform to Accela's data model setup. Some of our solution framework's main characteristics include: A service -oriented architecture (SOA). Encapsulate your integration code so upgrading the core application requires few other changes. Also, a service - oriented architecture allows APIs to use different languages or platform. Customize behavior with the help of external code or external systems — For example, implement special validation logic or use a legacy system that generates results or query a legacy system. Send messages to external systems in a transaction -safe way — Trigger actions after important events happen inside Accela solutions, and notify external systems if and only if the change is successful and no exceptions occurred. For example, alert a third party compliance database if anyone changes license or contact information. Flexible export — Providing different types of export minimizes data conversion logic. Simplifying the conversion logic improves performance ® 2015 Accela, Inc. All rights reserved HB -629- Page Item 13. - 394 MAcceta and code maintainability for integrating with diverse and complex legacy systems. Predictable error handling — Find and handle errors cleanly and consistently for a stable integration with custom code and external systems. ♦ Link business rules to custom task -oriented workflow — Let business rules in Accela call Java classes directly from workflow or tasks. ♦ Import or export data to/from external systems — There are many methods of importing and exporting data to Accela, and you can choose which methods make the most sense for your integration project. ♦ Use clearly defined industry standard protocols for integration points — The Civic Platform includes built-in APIs to retrieve claims, create users, manage documents, trigger events, validate records, and trigger bulk import/export. However, most legacy system integrations require additional integration points customized for each system. Exhibit below shows Accela's architecture that provides for external service integration. App S"r HTTPtHTTPS Q41d;ilo Accela Automation architecture provides for external service integration Accela is also well versed in the development of such interfaces for government clients and uses a variety of mechanisms to achieve the needed upload, download, two-way, batch or real-time communication with third -party systems. Given the advent of web -based technology, the vast majority of the interfaces have been achieved using Web Services. Our Civic Platform can provide integration and interface capabilities to the City through one of the two methods described below: Accela's Web Services and GovXML Open Interface Server protocol — The preferred method of interfacing allows both read and write operations to interact with the Automation database. Accela uses this interface protocol to Item 13. - 395 ® 2015 Accela, Inc. All rights reserved HB -630- Page 123 of 197 M Acce la support Mobile Office, Accela's GIS, and Accela's IVR. The benefit to the client is that as Accela incorporates more data support, the same access methods are made available to clients licensed to use the GovXML Open Interface Server. Interfacing with GovXML is through a standard SOAP Web Service interface or by an XML over HTTPS interface, which are then transmitted to the Accela Automation Biz Server for processing. GovXML's architecture is the same for virtualized, non-virtualized, and subscription - based deployments. ♦ Data Loaders and Extractors — Loaders can be built that will monitor a folder for new, formatted, files and which will parse and load the file into the Accela database. The reverse processes, an Extractor, can be built to extract data from the Accela database into flat files and pushed to a location over the intranet or over FTP where it can be consumed by a third party system. Our team will leverage Accela's GovXML Open Interface Server protocol to achieve real-time integration with external services. External interfaces will be wrapped and converted to a standard GovXMLInterface for enabling transactional interaction with Automation. This is the classic Adapter design paradigm (existing interfaces, i.e. Web Services, will be converted to a new interface, GovXML for compatibility purposes). Where external systems do not have an established service, Accela will work with the City to provide a custom implementation for interfacing with such systems (e.g., databases using direct ODBC connectivity, document systems using Automation's EDMS interface). This interfacing layer will be deployed in an external server to ensure scalability. The exhibit below illustrates the deployment architecture. © 2015 Accela. Inc. All rights reserved Page Item 13. - 396 MAcceta DMZ GovXM L/ HTTPS APP Server APB' Server Accela Automation's deployment architecture Integration Assumptions SOAP • Agency shall be responsible for the contractual relationship with third parties that are not contracted through Accela and will work to confirm that they cooperate with Accela. • For each interface, the Accela technical lead will work together with Agency's technical lead and business leads to document functional and technical requirements of the interface in an Interface Specifications Document. Interface development begins upon written approval of the specifications. • It is expected all interfaces will use Accela's GovXML, web services or batch engine. No custom or third party integration tool will be used to accomplish input or output of data to/from the Accela system. In other words, data coming into Accela and data coming from Accela will use the existing integration technology. • Agency responsibility includes obtaining permission for level/type of integration from appropriate application owners (including on premises or cloud/hosted, etc.). Further, Agency will ensure that Accela resources have access to a Dev or Test version of the 3' party system for interface development. All interfaces will be developed against 1 (one), agreed upon version of the 3`d party system. E X T E R N A L S V C S ® 2015 Accela, Inc. All rights reserved Item 13. - 397 HB -632- Page 125 of 197 MAccela H. Describe the role of the City and vendor staff for data conversion. Provide the assumptions related to the work effort estimates for data conversion (e.g., amount and type of data to be converted). Also give a brief description of the data conversion process including any special toolsets that will be utilized. , Data conversion is a common activity performed at virtually every Accela client site. Converting historic/legacy data from City systems is a critical activity for the success of this project. The Accela team is highly experienced in planning for and executing these activities and will work closely with City staff to ensure a successful transition of data. Specifically, we will work with the City to understand the data sources, how they are used, where their data will be stored in Accela Civic Platform and the quality of that data. XX illustrates the process flow. Each phase is associated to the overall project phase, a formal review of the conversion should be done at the conclusion of each phase using the associated documents and provided to the City for sign off prior to continuing onto the next phase. Often multiple sources store and manage similar information and decisions need to be made about the authoritative source. It is also common to find that data sources have not had strong controls and the accuracy is questionable or there is missing data. There are techniques and tools that we may recommend to understand the current state of City data so that decisions can be made about data quality and what to convert. Upon completion of the data analysis, mapping of historical/legacy data sources may begin with Accela's mapping tool and conversion iterations performed as outlined in the Project Plan. We provide release notes during these conversion tests to verify data is being transferred correctly (e.g., number of records and expected values in fields). Accela will lead the conversion effort and specifically assist in the following areas. We expect that the City will provide resources knowledgeable with the historical data to assist in the data migration/conversion effort. �} data mapping ♦ script development for conversion ♦ assist in data testing and validation assist with the planning and execution of the final data conversion The required data mapping effort will be a conducted by Accela personnel with City assistance. Once the data mapping has been defined, we will ask that an City representative sign off on the data maps. Accela will be responsible for the data conversion programs to load data from the staging tables to the Accela Automation database. Typically, two data conversions tests are scheduled prior to the final conversion effort and implementation of the data into the production database; however, ® 2015 Accela, Inc. All ngtds reserved HB -633- Page Item 13. - 398 MAccela there are times (based on complexity) when this process exceeds the anticipated three conversions. History Conversion Methodology Associated Analysis Mapping Development QA & UAT r- Document 1 Tool 0 Zj v conaua conversion Queaaoe Pree naire d .2 IniOation Qeliveraae Expectab. 0_ I Docureent NA a!y— C o Create Data Spreadsheet Q Conversion Anah/sis Comrersion m OP`-' Requirements O H Accela Data C Map Qraft Data Map Accela Data C .., Mappng Toni O 3: Develop Prototype L6 o = M Convereion Accela Conversion o Toaa R,,—Pnawypa Conversion ceia Data Map Compete final Build and Unit Test Accela Data Data Map Data Conversion Mapping Too A —la C..RV¢FaIOR a o Execute e9ta Tools m nvereion cycle Con version Release Notes Sh—Rolm Resolve date Ves Data Issue rnere�an defects Found? Tle,ndfQ Usl Na Sharell— Issue 7 rackng UV Accela W Con on H R-1-data Eecute data Toolli _C a rnersion dafecxa conversion cycle on Release a. Noes DonYarsion (_vim Defects ProgFam Found? 'Package N � � mO ExecL2e Final wnvetsmn SharePant isaue Iraclang Accela's Data Conversion Process Flow Item 13. - 399 ® 2015 Accela. Inc. All rights reserved A �19 Page 127 of 197 MAccela Upon receipt of the City's historical data, Accela will create a Data Conversion Mapping Document detailing the data conversion process, mutually agreed upon requirements and mapping of the City's historical data into Accela Automation. The City will be responsible for providing the data in acceptable formats and provide subject matter experts to assist in the data mapping efforts. The Historical Data Conversion Specifications document identifies historical data elements that will be converted into Accela Automation as well as document special consideration (e.g., merging data sources, phasing, etc.). The exhibit below outlines the various project roles for the data conversion process. Definitions are as follows: R = Responsible — This is the role that will be responsible for the completing the task A = Accountable — This is the role that is responsible for delegation, verifying completeness, and/or quality of the task C = Consulted — This is a role that is consulted with questions and looked to for key decisions (typically two-way communication) I = Informed — This is a role that is informed of status and progress of tasks (typically one-way communication) ® 2015 Accela, Inc. All rights reserved HB -635- Page Item 13. - 400 MAccela RACI Matrix for Accela's Data Conversion Process Project Initiation Complete Questionnaire I C C A R Provide Deliverable Expectation I A* R C C Documents To -Be Analysis Provide Data Sources in Acceptable 1 I C A R Formats Complete Data Conversion Analysis I C AIR I C Initiate Data Cleaning Efforts I I C A R Solution Foundation Draft Data Map I C AIR I R Develop Prototype Conversion I C AIR I C Execute Prototype Conversion I C AIR I C Review Prototype Data I I C A R Build Complete Final Data Map I A* R I C Review and Sign Off Data Map I A* C R C Build and Unit Test Final Data Conversion I C AIR I I Program Execute data conversion cycle 1 (refresh I C AIR I C source data and execute into test environment) Validate converted data (cycle 1) 1 C R A R Resolve data conversion defects (cycle 1) 1 C AIR I R ® 2014 Accela. Inc. All ri9Ms reserved Page 129 of 197 M-Accela Agency Agency Project Tech.Lead Tech. Project SME •'Consultant Manager Execute data conversion cycle 2 (refresh I C AIR I C source data and execute into test environment) Validate converted data (cycle 2) I C R A R Readiness Resolve data conversion defects (cycle 2) I C A/R I R Execute data conversion cycle 3 (refresh I C A/R I C source data and execute into test environment) Validate converted data I C R A R Resolve data conversion defects I C A/R I R Package complete conversion program I A* R I I Deploy Execute conversion to Production I A* R I I w �a environment * If project does not require a technical lead, accountability moves to Accela's Project Manager who may delegate outside the project team for a quality peer review. CD I� W N © 2014 Accela. Inc. All rights reserved Page 130 of 197 MAccela The time and complexity of the data conversion process is dependent on the number of fields being converted, the cleanliness of the data, and City personnel's knowledge of the systems that the data is currently stored in. No work on any conversion of existing data is performed until the City signs -off on the activities and expected outcomes of such services. Standard Accela Data Conversions Available Legacy to Accela Converts legacy source data from existing Automation permitting, licensing, and/or asset management system to Accela Automation. APO Converts Address, Parcel, Owner, Genealogy, and Accela GIS links via batch conversion to reference APO tables in Accela Automation. Licensed Professional Converts reference Licensed Professionals (typically from State Licensing Boards) into Accela Automation. Document Converts electronic documents from a staging area into Accela Automation using a govXML application program interface. Accela data conversions leverage multiple tools to move legacy data into Accela Automation. The tools consist of Accela Methodology Documentation — used for Legacy, APO, and Licensed Professional data conversions. It includes iterations, recommended QA, UAT considerations, analysis and mapping worksheets (for parsing addresses, redundancy in data sources, etc.) ♦ Accela Data Mapping tool — used only for Legacy data conversions. It maps live data from legacy data sources to active configuration in Accela Automation, which allows it to check that translations are valid. It also outputs mapping reports (schemas, translation tables, etc.) Accela Conversion tool — used across all standardized conversions as the execution tool, and is Windows 32- and 64-bit compatible. The standalone batch engine allows APO and Licensed Professional conversions to be run periodically (daily, weekly, monthly, etc.) via Microsoft Scheduler. ♦ Other Common Tools — SQL Server Management Studio, SQL Developer (Oracle), TOAD, and MS Access. 0 2015 Accela, Inc, All nghts reserved Item 13. - 403 HB -638- Proprietary and Confidential Page 131 of 197 MAccela Accela Data Conversion Tasks and Tools Analysis Review client data - Accela Methodology Review Accela configuration Documentation 6 Identify gaps F Identify cleanup Mapping Map data to staging tables - Accela Data Mapping Build translation to Accela tool (legacy configuration conversion) , Staging Table Documentation (installed with conversion process) Development & Develop SQL scripts - SQL, PL/SQL, T- Implement custom SQL processes Execute and r Execute data conversion , Accela Conversion Quality Assurance Verify accuracy Tool Produce release information Accela data conversion tools provide several benefits including: * Source and Destination Database connectivity �$ Ability to select input tables and views. To increase performance a versed data conversion engineer can create views from multiple tables to facilitate the selection of the input tables $ Creation of Source Destination Maps and Translation Tables ♦ Loading of the Source and Destination data Storage and Portability of the data maps via the ADM File (Data Mapping tool output file in MS Access) Accela will convert data as far back as City requirements demand —there is no standard number of years that Accela recommends. However, we find that the City effort for data cleanup of historical data, prior to data conversion, will increase significantly the further back it goes. A good rule of thumb is to convert all of the historical that was entered into the current legacy system, but not farther back than that. m 2015 Accela, Inc. All rights reserved HB -639- Proprietary and Confidential Page Item 13. - 404 MAccela Accela's data conversion design approach does not change between the different tiers of data conversion complexity and the same methodology is used regardless of the data source size. Only the effort required for the data mapping and development and number of test runs are impacted by the different complexities of conversion. Our approach has been successful converting single delimited flat file to complex multi -departmental RDBMS. The table below shows the general classifications of complexity used by Accela for data sources. Level of Complexity and Assumptions for Data Conversion Low Small data source usually single flat file or small SQL Server/Oracle database with less than 5 transactional tables. Up to 10 record types Up to 100 transactional columns Medium Typically RDBMS with data spread over multiple tables and normalized data. Data is expected to represent a single business unit/department. Up to 75 record types p Up to 300 transactional columns High Large RDBMS with data in many tables with normalized data. Data may represent multiple business units/departments. Up to 100 record types Up to 500 transactional columns C 2015 Accela, Inc. All ngMs reserved Item 13. - 405 Proprietary and Confidential Page 133 of 197 MAccela Accela Conversion Framework Maintaining Data Integrity The conversion process checks the validity of the data in many places beginning with the mapping process. Within the Accela Data Mapping tool translation tables are validated against the current Accela Automation configuration and will warn the developer when a rule becomes invalid due to configuration changes. The second validation point takes place when loading into the Standardized Staging tables. The constraints in place on the staging tables ensure that when a record is loaded that it has the minimum required data in order to have that record evaluated for processing. V 2015 Accela, Inc. All ngMs mserved Proprietary and Confidential HB -641- Page Item 13. - 406 M Accela The third point of validation takes place when the standard conversion process is executed to move the data from the staging area into Accela Automation. This process executes multiple data validation scripts to check for orphaned records, missing configuration links, primary key constraints, and invalid data types. ► The last point of validation is the post -conversion release notes that are generated by the developer at the completion of the conversion cycle. These release notes consist of record counts of the various entities loaded by the conversion process to ensure that the number of records processed meets the expected number. All imports of data into Accela Automation are built specifically to the desired data source. This method allows for appropriate considerations of data size, types, etc. and appropriate solutions therein. Accela utilizes two primary methods for data imports, either the Data Conversion ETL tool (extract, translate and load), or the Accela Batch Engine. Both methods can be utilized for one time data imports, or be setup to account for reoccurring data imports. 1. Explain how each of the following types of testing has been addressd in your implementation plan: a, module testing; b, integration testing; and c, stresMoad testing Accela does not provide load/stress testing for on premise deplyments unless it is specifically required by the agency. We do provide the hardware specifications for an agency of similar size and scope. Volume testing can also be monitored during the UAT process, as the SME's are system testing the Development environment. The Accela Cloud environment is load tested and SLA's defined in our hosting agreement are maintained. All aspects of the solution go through module/unit testing by both the Accela and City team for acceptance. This is managed through the project Sharepoint site and includes and acceptance/completion status to ensure that each deliverable is functioning as designed. Integration testing is detailed in the Accela Implementation Methodology and is called User Acceptance Testing. This is part of the Readiness stage in the methodology and it is imperative in assessing system readiness for go -live. All unit tested components (reports, back office configuration, interfaces, etc.) that comprise the complete solution are tested and vetted end to end during this milestone. Entry and exit criteria, testing approach, methodology and strategy are all defined in the test plan that is completed prior to beginning this milestone. Item 13. - 407 ® 2015 Accela, Inc. All ngNs reserved Proprietary and Confidential HB -642- Page 135 of 197 MAccela J. Provide resumes of the proposed Project Manager and the Managing Partner. Please refer to the resumes we have submitted after our response to previous Section 3, Company Background — Business Partnerships and Certifications. 0 2015 Accela, Inc, All rights reserved Proprietary and Confidential HB -643- Page Item 13. - 408 MAccela 7 Training Consistent and thorough training ensures that City personnel have the knowledge required to use Accela's Civic Platform to its greatest potential. Training plans are developed as part of the project's Statement of Work and address the City's specific operational and administrative needs. During project initiation, a draft training plan will be created based on the products purchased, the numbers and types of users, and the specific City requirements relative to training and development. Should needs change as the implementation progresses, this plan will be updated accordingly. Knowledge Transfer Knowledge transfer is an ongoing process throughout the implementation, finalized after the deployment of the application. This deliverable comprises the post -Go -Live support assistance that will be provided to address issues and provide consultative advice immediately following Go -Live. Accela will work with the City to identify and address issues identified during this period using a Post Production Issues List. This list will comprise issues related to the defined deliverables listed in this SOW. Examples of issues the City is responsible for include training issues, functional changes beyond the scope of the SOW, cosmetic changes, and procedures related to using our Civic Platform. Our proposed project team will spend time explaining how the software works and will review the project deliverables so the City will understand how the solution was built and where the documentation exists. Accela will be onsite during preparation for Go Live, taking the lead to resolve issues and then turning that role over to the City and Accela Customer Support in an orderly Post -Live process. Our Project Manager will work with the City Project Oversight Team to refine and deliver knowledge transfer, including: �► Opportunity for the support team to assist "hands on" during the implementation upgrades and installs. ♦ A description of what needs to be done to ensure agency stakeholders will be ready to receive the system; ♦ An early assessment of agency readiness to allow mitigation of significant risks exposed by the assessment; ♦ A description of how and when Accela recommends that agency stakeholders will test and accept the system and confirm and authorize its implementation; ♦ The steps to be taken to ensure that users will be ready to use the system once it is transitioned; C 2015 Accela. Inc. All rights reserved Item 13. - 409 HB -644- Proprietary and Confidential Page 137 of 197 MAccela ♦ Recommended adjustments to the strategy for implementing the system (for example, phased by participating agency, specific permit type(s), permit function or other); ♦ The steps that should be taken to ensure that the appropriate individuals are ready to support the system once it has been implemented and is in use; ♦ Identification of the point during implementation at which the City takes responsibility for production problems, "help" or trouble calls, and for resolving the problems; ♦ Identification of user and technical documentation to be delivered as part of the transition; and ♦ Knowledge transfer approach describing how agency staff members will administer, maintain and support the Enterprise Land Management system without Accela Project Team intervention. After go -live, a formal meeting will be scheduled with the City and Accela Support for transitioning support of the City to Accela's Customer Support team. Open issues will be transferred to our Customer Support team who will address all related issues until they are rectified. The management of systems training will be done to ensure that the City personnel have the knowledge and skills needed to achieve program objectives using their new system. Approaches for acquiring knowledge and skills are identified and evaluated. Training plans will be developed that directly address the acquisition of required skills and knowledge. Training materials will be developed for each training course or instruction. City staff will be trained in accordance with the training plan and training materials. Training is assessed to determine how well it meets the City's operational and administrative needs. Maintenance of training records and training materials enable determination of trends and recall what has transpired. We also have a vibrant community where customers, partners and employees have continual access to -computer based training topics, training documents and product documentation. There are also forums available to discuss and resolve questions as they come up any time. Training Material Development Approach The customized training materials and training structure will be developed in conjunction with City staff using Accela's Training Plan template. Accela's training staff, along with City management and trainers will be involved throughout the entire life cycle of system development and rollout. Using this 0 2015 Accela, Inc, All nghts reserved Proprietary and Confidential HB -645- Page Item 13. - 410 MAccela approach, the training plan, materials and the training agenda will be developed to meet the specific needs of the City user groups. The proposed steps used to develop the training material and training agenda for each user group are as follows: ♦ The Accela Education team and selected City staff will review the requirements and system documentation. ♦ City staff will participate in System Test and User Acceptance Testing (this is specific to develop end user materials). The Accela Education team will draft the initial training materials for each user group. ♦ The initial draft of the training material (eLesson) will be reviewed by the Accela team and the City for completeness and quality. The feedback will be incorporated into the training material. ♦ After the training material is revised based on input from all parties, the material will be presented to the City Project Manager for additional input and approval. Training Materials Accela training classes will provide participants with customized training materials and exercises from the Computer Based Training described below. The following materials will be developed, as appropriate, for each user group and training session developed for the project by the Accela team: ♦ Course Outlines and Content: Provides a description of the contents of the classroom sessions. ♦ User's Guide: The training materials will make extensive use of the User's Guide. These guides will be developed as eLessons to be used during end user sessions. ♦ Slides: It is anticipated that PowerPoint slides will be developed and included into the training session to provide background knowledge that puts the training materials into context ♦ Training Exercises: Functional and technical based activities that are performed by the students to illustrate how the system is used to perform actual City business functions. ♦ Training Database: Training database which will be used to support the training exercises (the test environment will also be used for the training environment) 0 2015 Accela, Inc, All rights nase"ed Proprietary and Confidential Page 139 of 197 Item 13. - 411 HB -646- MAccela Administrator documentation will not be customized. The suite of Accela Reference Guides will be delivered and used during knowledge transfer or any classroom Administrator and technical sessions. Training materials developed by the Accela Education team will be the property of the City and can be reproduced and disseminated as required for City training purposes. Training materials will be provided to City based on the current software version. City trainers will be shown how to make updates to the training materials for post contract releases. Train -the -Trainer Classes We provide a variety of user and administrator training courses that are designed to orient, educate, and reinforce the core concepts behind the operation and management of our Civic Platform. We can provide "train the trainer" classes, should the City prefer. This approach allows customers to use existing personnel to conduct user training classes during and after the project implementation. Accela and the City team will work together to identify the end user sessions needed. This will be done by identifying the daily processes and functional groups. Also, before scheduling the train -the - trainer sessions, the configuration of the processes should be in a state close to final in order to avoid any retraining efforts. The methods used for a train -the -trainer delivery include first teaching the customized course to the designated instructors. Upon completion of that step the students are given assignments of sections of that course to study and teach to the other students within a specified timeframe. The potential instructors teach the others and the Accela instructor in the classroom. Peer and Accela instructor feedback and critique is given and that process is repeated for all the other students. If this training format is selected, we can train these power users in all aspects of the process and how that process is followed using the application from the perspective of a common user, a technical/administrative user, and a trainer. This approach is often used by large agencies that have the staff and resources to conduct training sessions at its convenience. Q 2015 Accela. Inc. All rights reseed Proprietary and Confidential HB -647- Page Item 13. - 412 MAcceta User and Administrator Classroom Training On -site training courses are available in a traditional classroom setting and are led by an Accela training professional. These courses are generic or tailored to match the City's configuration. Class lengths vary between four hours and multiple days, and limit the number of attendees between 7 and 15 participants at a time. During classroom end user training, Accela's trainer will guide each user group through the screens, functions, and features that pertain to the overall process and their specific job roles. These structured and formal sessions will provide hands-on experience using the actual system. Some exercises will be trainer -led, while others will allow users to experience the system independently and at their own pace. Post Implementation Training Once the system is in active use, there are some recommendations as to how to continue training for City staff. The following is a list of the sessions/classes that would be helpful. All of the sessions below would fit all products: ♦ Detailed Process Training — Although process training was received as part of the pre -go -live training now that your users have been processing applications they will have questions and need for more detailed process training that will show them more about their daily work and improve efficiencies. New Hire Training — As new staff comes on you will need to give them the training the other staff received. In some cases it may be best to start with a basics class — navigation, searching, basic terminology and process. Follow this up with role -based process training covering what they do in the system and how they do it. Refresher Training — No matter how much training was completed prior to go -live the users will need some help remembering some of the basics and process. This can be done with documentation and/or a short session to take them through the system. This can also be combined with the Detailed Process Training above. Super User Training — This session are for those who may decide that instead of burdening the IT staff with all configuration or administrative changes a small group of "super users" can be trained to make some of those for their departments or groups. This would include form design changes, field text changes, adding or taking away drop -down values etc. �► Administrative Training — This session would be by request of the administrators who wish to learn more advanced topics — business rules writing, report writing and management etc. This could also be a request for refresher training from the IT perspective as well. Item 13. - 413 ® 2015 Accela, Inc. All rights reserved HB -648- Proprietary and Confidential Page 141 of 197 MAccela Over and above the standard training provided for each Accela Civic Platform implementation, comprehensive product training is also provided via WebEx. Custom on -site classroom style training designed specifically for City may also be provided. We also host regional educational seminars throughout the year and during our annual User Conference. Company newsletters and the Accela website keeps our clients up to date on new training offered, product information, and company news. We also offer free webinars (online seminars) to current and prospective clients who wish to learn more about Accela products and their value. Client Obligations for Power -User Training Select and prepare the power -users to participate in the training Ensure that selected power -users study the training materials prior to attending the training sessions Arrange time for power -users to attend training courses ♦ Select power -users that possess the following: + A comprehensive understanding of the processes and business rules that drive City business processes + Proficiency in computers, networks, and the use of the Internet and standard Internet browsers + Conceptual knowledge of RDBMS-based applications + Ability to devote time and effort into the daily management and maintenance of the Accela system + Ability to clearly and concisely communicate any issues encountered to Customer Support + Ability to provide one-on-one end user training as needed Accela Training Responsibilities At the appropriate time during the implementation, Accela's Education Team, consisting of an Education Manager, Education Lead, and Technical Writer, will: Coordinate with City Managers regarding training resources, schedules, and training execution Write the Training Plan Participate in knowledge transfer activities ® 2015 Accela, Inc. All nghts reserved Proprietary and Confidential HB -649- Page Item 13. - 414 MAcceta Plan and organize the development of training and user support materials ♦ Lead development of training materials Support the City trainers during their initial Training Sessions ♦ Train the City trainers (assumes a Train -the Trainer approach) City Training Responsibilities Similarly, Accela expects City staff will: r► Provide documentation and training of City processes as they will be at go live * Work with Accela training staff to design integration of process training with systems training Participate in knowledge transfer activities �► Assist with reviewing training and user support materials Attend training sessions given by Accela trainers Schedule staff and coordinate facility setup ♦ Deliver all end user training (assumes a Train -the -Trainer approach) Training Courses Accela currently offers the following courses in the specified formats. Unless detailed in the Statement of Work or a change order, the number of participants, length of courseware, and materials provided in the Description column below will be adhered to for delivery. Course 1 - This class is best 2 Hours 72-AA-AU1- 2.5-Day Course (max attendees 15) Project — as conducted after (This includes ADM requested kick off of the communication with Civic Platform The Core Team class is designed to prepare clients Partner — as project and before the client and PM to Core Team who use Civic Platform in a single area: requested analysis verity products, Things to customize agendas Product familiarization — Participants will learn the Internal — New Hires as consider: and set timing) major design/build concepts of Civic Platform. This scheduled -The audience should consist of course will give clients the knowledge they need the team that will be involved in the C 2015 Accela, Inc. All rights reserved Item 13. - 415 xB -650- Proprietary and Confidential Page 143 of 197 MAccela Course 2 72-AA-AU 1- ADM Civic Platform Admin Usage Course 3 72-AA-AU2- DAY Civic Platform End User Course 4 72-AA-AS1- ADM (Assets) - Civic Platform Admin Usage about Civic Platform prior to going into analysis and configuration. It will familiarize them with the terminology, basic to advanced concepts, possibilities of automation and all things Accela. 3.5-Day Course (max attendees 10) The Administration for Clients class is designed to prepare clients who use Civic Platform in two areas: Design/Build Concepts — Participants will learn the major design/build concepts of Civic Platform. The skill sets learned are essential for any Administrative level role played by the client. Clients will become fully familiar with these concepts so they may either completely build out the Agency on their own or assist in business analysis and process design. Long Term System Management - Participants will learn how to manage the day to day operation of Civic Platform and perform minor on -going system enhancements and changes. Some V360 Admin tools will be covered. 2-Day Course (max attendees 12) The End User class is designed to prepare clients who use Civic Platform in two areas: Project — as requested Partner — as requested Internal — New Hires as scheduled Project — as requested Partner — as requested Internal — Daily Usage — Participants will learn the processes New Hires as of applications - including entering and completing scheduled applications, entering workflow information, navigating thru inspection data entry and other daily processes within Civic Platform Historical Usage and Updates - Participants will learn how to lookup records of all types throughout the system and navigate to the appropriate information and update as needed. 2.5-Day Course (max attendees 10) The Asset Administration for Clients class is designed to prepare clients who use Accela Asset Management in two areas: 0 2015 Accela, Inc. All nghts reserved analysis and configuration sessions and are working with the Accela team on making decisions. - This class is best conducted after the first round of analysis sessions is complete. Things to consider: - Client involvement in the hands-on configuration of the system (if the clients are not going to assist in configuration the timing of this class should be later in the project) - This class is best conducted as close to the go -live date as possible Things to consider: Will a train -the - trainer approach be used? How many end users will be trained? (Reverse engineer the schedule based off the number of users per class and your go -live date) - This class is best Project — as conducted after requested the first round of analysis sessions Partner — as is complete. requested Things to consider: 2 Hours (This includes communication with the client and PM to verify products, customize agendas and set timing) 8 hours per role or session type (This will vary based off of the types of sessions — Front Counter, Inspectors, Managers, Finance etc. For each role study of the configuration and tasks are required. There will also be Q/A and SME webex session time prior to the training 2 Hours (This includes communication with the client and PM to verify products, customize agendas and set timing) HB -651- Proprietary and Confidential Page Item 13. - 416 MAcceta Course 5 72-AA-AS2- Day (Assets) - Civic Platform End User Course 6 72-ALL-AU5- DBS Civic Platform Database Schema Fundamentals and Report Manager Design/Build Concepts — Participants will learn the major design/build concepts of Accela Asset Management. The skill sets learned are essential for any Administrative level role played by the client. Clients will become fully familiar with these concepts so they may either completely build out the Agency on their own or assist in business analysis and process design. Long Term System Management - Participants will learn how to manage the day to day operation of Civic Platform and perform minor on -going system enhancements and changes. 2-Day Course (max attendees 12) The End User class is designed to prepare clients who use Accela Asset Management in two areas: Daily Usage — Participants will learn the processes of work orders and service requests - including entering and completing work orders and service requests, entering workflow information, navigating thru inspection data entry and other daily processes within Civic Platform Historical Usage and Updates - Participants will learn how to lookup records of all types throughout the system and navigate to the appropriate information and update as needed. 1-Day Course (max attendees 7) The Database Schema Fundamentals and Report Manager class is designed to prepare clients who use Civic Platform in two areas: Understanding the Civic Platform database design — Participants will learn the major schema and database layout design of Civic Platform. The skill sets learned are essential for any Report development role played by the client. Clients will become fully familiar with the schema, Entity Internal — New Hires as scheduled Project — as requested Partner — as requested Internal — New Hires as scheduled Project — as requested Partner — as requested Internal — Employees as scheduled - Client involvement in the hands-on configuration of the system (if the clients are not going to assist in configuration the timing of this class should be later in the project) - This class is best conducted after the first round of analysis sessions is complete. Things to consider: - Client involvement in the hands-on configuration of the system (if the clients are not going to assist in configuration the timing of this class should be later in the project) - This class is best conducted after analysis sessions are complete or as soon as reports resources have been identified and are close to beginning report work Things to consider: - The audience here should be resources who have database Relationship Diagram, and Data Dictionary which will structure aid them in developing reports with the supported knowledge and report writing tools. These would include: Oracle 8 hours per role or session type (This will vary based off of the types of sessions — Front Counter, Inspectors, Managers, Finance etc. For each role study of the configuration and tasks are required. There will also be Q/A and SME webex session time prior to the training 2 Hours (This includes communication with the client and PM to verify reports tools, customize agendas and set timing) Q 2015 Accela, Inc. All rights reserved Item 13. - 417 HB -652- Proprietary and Confidential Page 145 of 197 MAcceta Course 7 72-AA-AU6- EMSE Civic Platform Event Manager Scripting Usage Course 8 72-ACA-AU8 Report Writer, SQL Server Reporting Service, Crystal Reports, Accela Report Writer, and the Vantage360 Report Manager. Implementing Reporting - Participants will learn how to use the knowledge gained of the database design to implement pre -built functions and joins 1-Day Course (max attendees 7) The AA EMSE Usage class is designed to prepare clients who use Civic Platform to use the Master Script. The two major functional areas of usage are EMSE Concepts— Participants will learn the major design/build concepts of EMSE scripting and how it uses the Master Script. Implementing and Planning Scripts - Participants will learn how to manage the day to day operation of the EMSE script engine. How to plan, implement, modify, and delete scripts. 1-Day Course (max attendees 12) Accela Citizen The Accela Citizen Access class is designed to Access prepare clients who use Civic Platform and will be implementing web strategies for citizen access and usage. Standard Choice Setup— Participants will learn the Standard Choice concept and which of those are used in the Citizen Access setup ACA Design - Participants will learn how to configure each of the pages of Citizen Access, turn Q 2015 Accela, Inc. All nghts reserved Project — as requested Partner — as requested Internal — Employees as scheduled Project — as requested Partner — as requested Internal — Employees as scheduled have some report tools skills - This class is best conducted after analysis sessions are complete and closely following the 3.5 day administration class Things to consider: - Client involvement in the hands-on configuration of the system (if the clients are not going to assist in building scripts the timing of this class should be later in the project) - Students should have a good, basic knowledge of JavaScript tool usage and syntax - This class is best conducted after as soon as ACA analysis is going to begin Things to consider: - Is ACA a part of the project 2 Hours (This includes communication with the client and PM to verify experience levels, possibly gather script examples, customize agendas and set timing) 2 Hours (This includes communication with the client and PM to verify product usage, customize agendas and set timing) HB -653- Proprietary and Confidential Page Item 13. - 418 Course 9 72-AGIS-AU9 Accela GIS Course 10 72-AIVR-AU10 Accela IVR Course 11 72-AMO-AU11 Accela Mobile Office • on and off functionality and implement appropriate security settings 4-Hour Course (max attendees 12) The Accela GIS class is designed to prepare clients who use Civic Platform and will be implementing Geographic Information Systems: CAP Usage — Participants will learn the AA GIS tools that allow for Location searches. GIS Map tools - Participants will learn the tools of the GIS map. This includes searching for features, selecting features, creating CAPS and setting proximity alerts. 4-Hour Course (max attendees 7) The Accela IVR class is designed to prepare clients who use Civic Platform and will be implementing Integrated Voice Recognition: Basic VXML — Participants will learn the basic concepts behind Voice XML and how to make changes to call trees after implementation Customer Information - Participants will learn the end user interface in order to teach and document the steps for their customers 1-Day Course (max attendees 12) The Accela Mobile Office class is designed to prepare clients who use Civic Platform and will be implementing Mobile Office Daily Usage — Participants will learn the processes of CAPS and Inspections in the Wireless environment - including entering and updating CAPS, navigating thru inspection data entry and other daily processes within Mobile Office. Q 2015 Accela, Inc. All rights reserved Project — as requested Partner — as requested Internal — Employees as scheduled Project — as requested Partner — as requested Internal — Employees as scheduled Project — as requested Partner — as requested Internal — Employees as scheduled - This class is best integrated as part of the End User and process training Things to consider: -IsGISapartof the project? - How will the user groups incorporate the use if GIS into their everyday processes? - This class is best conducted as soon as IVR analysis sessions are to begin Things to consider: -IsIVRapartof the project? - Do resources have some basic XML knowledge? - This class is best integrated as part of the End User and process training Things to consider: - Is Mobile Office a part of the project? - Best practice is to schedule AMO classes with the end user classes but with the audience and their use in mind. Do not mix classes with AMO users and non-AMO 1 Hour (This includes communication with the client and PM to verify usage, customize agendas and set timing) 2 Hours (This includes communication with the client and PM to verify product usage, customize agendas and set timing) 4 Hours (This includes communication with the client and PM to verify product usage, customize agendas and set timing) Item 13. - 419 HB -654- Proprietary and Confidential Page 147 of 197 MAccela Course 12 72-AA-AU 12- SADM Civic Platform System Administration (Self Hosted) Course 13 72-AA-AU 13- AV360 Advanced V360 1-Day Course (max attendees 7) The System Administration for Self Hosted class is designed to prepare clients who use Civic Platform in two areas: System Management - Participants will learn how to manage the Accela system at the database and back -end software level. This will include installing new versions and patches for Civic Platform, AGIS, Accela Wireless, and Accela Citizen Access. 2-Day Course (max attendees 12) The Advanced V360 class is designed to prepare clients who use Civic Platform V360 Administration tools. These include: Design Tools — Participants will learn the tools used to modify portlets, forms and field groups. They will also learn how to design consoles. Security and Other Tools - Participants will learn how to manage more advanced security settings around CAPS and Workflow, the building of data filters and queries as well as the setup of alerts and text settings. Project — as requested Partner — as requested Internal — Employees as scheduled Project — as requested Partner — as requested Internal — Employees as scheduled Course 14 1-Day Course (max attendees 7) Project — as 72-AA-AU 15- requested users. This will affect end user scheduling - This is not so much a class as a knowledge transfer and should be started as soon as the system is being installed for the first time and then each time any subsequent release are made during the project the IT staff should be more involved and begin to take over as Accela shadows 2 Hours (This includes communication with the client and PM to verify product usage, customize agendas and set timing) Elm =61 (This includes communication with the client and PM to verify product usage, customize agendas and set timing) 2 Hours (This includes communication with the client and PM to verify experience ADVEMSE Partner — as levels, possibly requested Things to gather script consider: examples, Things to consider: - The release contracted to and the timeframe of the project - This class is best conducted after the completion of the analysis sessions. - This can be staggered later into the project Things to consider: - Client involvement in the hands-on configuration of the system (if the clients are not going to assist in configuration the timing of this class should be later in the project) - This class is best conducted after a month of experience in basic EMSE ® 2015 Accela, Inc. All nghts mserved Proprietary and Confidential HB -655- Page Item 13. - 420 MAccela Advanced The Advanced Event Manager Scripting class is Internal — - Client customize agendas Event Manager Employees involvement in the and set timing) Scripting designed to prepare clients who use Civic Platform as scheduled hands-on in: configuration of the system (if the Use Cases — Participants will learn practical real -use clients are not going to assist in case script setups and advanced multi -layer usage in building scripts the Accela Vantage360. timing of this class should be later in the project) Course 15 1-Day Course (max attendees 7) 72-AA-AU16- The Advanced Fees class is designed to prepare ADVFEES Advanced Fees Course 16 72-AA-AU 16- REPORT Ad -Hoc Reporting Course 17 72-AA-AU17- EDR Electronic Document Review clients who use Civic Platform in: Use Cases —Participants will learn practical real -use case fee setups and advanced formulas in Accela Vantage360. 4 Hour Course (max attendees 7) The Ad -Hoc Reporting class is designed to prepare clients who use Civic Platform in: Tool —Participants will learn the tool details and what it does Use Cases —Participants will learn practical real -use report setup using the Ad -Hoc Reporting tool 4 Hour Course (max attendees 7) The Electronic Document Review class is designed to prepare clients who use Civic Platform and the EDR featuresin: Tool —Participants will learn the features and tool details and what EDR includes Project — as requested Partner — as requested Internal — Employees as scheduled Project — as requested Partner — as requested Internal — Employees as scheduled Project — as requested Partner — as requested Internal — Employees as scheduled - Students should have a strong knowledge of JavaScript tools and syntax - This class is best conducted after analysis sessions are complete. Things to consider: - Client involvement in the hands-on configuration of the system (if the clients are not going to assist in configuration the timing of this class should be later in the project) - This class is best conducted after before reporting analysis in order to help with decisions on what still needs to be built in Crystal, Oracle or SRS - This class is can be intergrated as End User training however it is best when presented to a focused audience of plan reviewers or thos that will be involved in the 2 Hours (This includes communication with the client and PM to verify experience levels, gather fee examples, customize agendas and set timing) 2 Hours (This includes communication with the client and PM to verify experience levels, gather report examples, customize agendas and set timing) 2 Hours (This includes communication with the client and PM to verify experience levels, gather report examples, customize agendas and set timing) C 2015 Accela. Inc. All rights reserved Item 13. - 421 HB -656- Proprietary and Confidential Page 149 of 197 MAccela Use Cases —Participants will learn the process of paln review attaching documents, assigning them, reviewing process them in Adobe X or higher and using the Compara tool to compare versions - This class can be Course 18 40 Hour Course (max attendees 10) Project — as intergrated as 72-AA AU18- This Civic Platform Intensive program is intended requested Admin training and it is best when Certification Partner — as presented to a Civic Platform to prepare customers for Accela implementation requested focused audience Intensive projects and give them the ability to configure the Internal — of users who will system from all main aspects. Employees be involved in as scheduled configuring the Learning will take place over multiple weeks. The system or making changes post onsite coursework can be followed by an optional 2 implementation weeks of independent work (50% time commitment) and leads to an assessment. In this 4-phase approach, students will: • Be assigned up to 10 hours of prerequisite work that is to be completed before coming onsite to prepare for the in -person training • Assemble onsite for 5 full days of hands-on training. This training will discuss the Civic Platform product and all main elements of configuration. • (Optional) - Be assigned an independent analysis and implementation project to complete over the succeeding 2 weeks. Coaches will be available to students during this 2-week period to answer questions. • (Optional) Present the completed assignment to designated assessors to ensure that students gained a certain level of understanding surrounding analysis and implementation. Note — the 2 options above will incur an additional 40 hours of cost 4 Hours (This includes communication with the client and PM to verify experience levels, gather report examples, customize agendas and set timing) Q 2015 Accela, Inc All nghts reserved 1281 Proprietary and Confidential Page Item 13. - 422 MAccela Training Performance Metrics The following metrics will be used to measure the completion and success of training: The CITY Project Manager and CITY Training Coordinator will develop a matrix of required training courses by business user function. This includes process training and system training. Training courses will be tracked by name, including completion of in person attendance or completion of eLesson online training. ♦ Attendance at a Training Session - The CITY Project Manager will be responsible for ensuring that the users attend the training when scheduled. Attendance will be tracked at each training session using a sign in sheet. Each attendee will be required to sign the attendance sign in sheet for each day attended, and the document will be provided to CITY's project manager at the conclusion of each class session. ♦ Training Evaluation Forms — To assess and document the effectiveness of the training, all trainees will complete an online Training Evaluation upon completion of their coursework. A report of those evaluations will be turned over to the CITY Project Manager immediately following collection. ♦ Training of CITY personnel percent complete will be evaluated in the Go / No Go review. A target of 80% of impacted CITY personnel is required for the Go Live criteria to be met. ® 2015 Accela, Inc. All rights reserved Item 13. - 423 HB -658- Proprietary and Confidential Page 151 of 197 MAcceta (This page is intentionally left blank.) P 2015 Accela, Inc. All rights reserved Proprietary and Confidential Page Item 13. - 424 MAccela 8 Maintenance and Support Programs Accela's Customer Care organization is dedicated to overall customer care throughout the Accela customer lifecycle. I Single point of contact for the customer throughout the customer lifecycle. Helps the customer connect with Accela as a whole as well as the Accela Community. Dedicated team focused on helping customers optimize, adopt, and expand with our solutions. Includes optimizing their current deployments, adopting new features and functions, and expanding into new areas. Accela's Customer Lifecycle Account Management Dedicated team focused on helping our customers resolve their support cases through our customer portal as well as email and phone support. Accela's Account Management Group is tasked with managing, retaining, and growing Accela customers. All Accela customers have a regionally based single point of contact who routinely interfaces with customers on site or via phone and e-mail. The Account Manager's primary role is to serve as a customer advocate. The Account Manager is the one common denominator for the customer during any stage of the customer lifecycle. The Accela Account Manager acts as a liaison for Accela customers —a community of over 1,000 agencies. An agency is able to interact, learn, and network with these other agencies through the customer portal known as Accela Success Community, as well as National User Group Meetings, Regional User Group Meetings, and more — offering the opportunity to learn from the collective product expertise of our users. Item 13. - 425 Q 2015 Accela, Inc. All rights reseed Proprietary and Confidential FIB -660- Page 153 of 197 MAccela Customer Success As part of a customer's annual maintenance and support, Accela provides a Customer Success team tasked with ensuring that customers achieve success with the solutions we implement. These highly trained consultants work with our customers' managers, directors, and executives to better understand and document line of business needs, objectives, and the feasibility of specific requests detailed with a post deployment Customer Success Plan. The Customer Success team develops strategic project plans that outline critical success factors, metrics, potential issues during and post implementation, and documents recommendations for future solution advancement to maximize their use of the Civic Platform. Customer Support Accela's Customer Support, based in our San Ramon, California headquarters, provides live technical support between 4:00 a.m. and 6:00 p.m. Pacific Time, Monday through Friday, excluding Accela-observed holidays. Staffed with 27 support professionals, the Customer Support team responds to all client issues and routes technical incidents accordingly based on the nature of the incident. Unlike some of our competitors who provide better support to customers who pay a higher annual maintenance, our Customer Support team provides the same level of superior service to all clients, which includes: ♦ Providing information in a timely and professional manner ♦ Performing best efforts to resolve any incidents submitted ♦ Documenting each incident and its resolution ♦ Escalating incidents to other Accela departments as necessary ♦ Tracking the duration of open incidents and ensure forward progress ♦ Communicating the progress of open incidents with customers up to and including resolution ♦ Delivering fixes and workarounds for any incidents 0 2015 Accela, Inc. All dgMs reserved Proprietary and Confidential HB -661- Page Item 13. - 426 MAccela Support Services Pursuant to our standard maintenance agreement (included in the Additional Information section of this proposal), the following services are included in Accela's annual maintenance: ♦ Telephone Support — Accela provides a telephone number to contact Customer Support, Accela's live technical support facility. ♦ E-Mail Support — Accela will provide one or more electronic mail addresses to which a customer may submit routine or non -critical support requests 24 hours a day, which Accela will address during its regular business hours. ♦ Online Support — Accela will provide access to archived software updates and other technical information in Accela's online support databases, which are available 24 hours a day. ♦ Remote Support — When required to properly resolve a maintenance request, Accela will provide remote assistance via the WebEx environment or another mutually acceptable remote communications method. ♦ On -Site Support — If remote support is not acceptable, Accela can provide on -site assistance, which will be billed at Accela's then -current time and materials rates. In addition to these charges, compensation for associated airfare, lodging, rental transportation, meals, and other incidental expenses will be billed as accrued. ♦ Software Updates — Accela will provide revisions of and enhancements to maintained software products as such updates are generally released. We deliver, or make available to customers for download, software updates and supporting documentation via our File Transfer Protocol (FTP) site. ® 2015 Accela, Inc, All rights reserved Item 13. - 427 HB -662- Proprietary and Confidential Page 155 of 197 MAccela Other Methods of Software Support Context -Sensitive Online Help Accela's Civic Platform provides online help as well as fully indexed, searchable, and editable help files for all features and functions. To use online help, the user simply clicks the Help button on any menu bar. Accela Automation will display the help topic specific to the current screen. The image below illustrates this feature. Searcrt f3 ,�f+ttpS:tidy.isCMccdArori/-W[!mm[-Windrnu-tnlcrsc czpYarcr t � mz: Welcome I IF - Module Eivad no Welcome to the Accela Automation Online Help 2 Online Help Dynodes you with easy-tp-access information about configuring, admmisterng, and using Accela Automation solubens. Dowmantation is dMtleC into two main categories: Illibe,es: r users Reference Pate :. 4t 12 a Administrators Reference i rnmerdal r Per ' U 12 See tie Table of Contents for category organization. i Yeu can access the Online Help by dicking any Help button or link within Ine application. Many of these buttons and links rnrfineme -rda ition Per I btP-C not only open Online Help, but they take you right to a relevant topic based or the location of the Help buttor or link. You always haw the option of opening the Table of Contentsor using the Search or Index tools to locate other topics of interest. -mmertlai ition 03127aO 12 U-12.-. To get started, choose one of the topics beim, deck the Search button to inibate a search mrnerda 11ton Per. oruwse the Table of Contents. 2 ■ Ge81ia Help • R_.atec P'ttblitabon4 r ■ Ga^.r^reniat .n Peedisact.. intg F ■ �4gulQu�.n ■ Chanonia iolu PallsworC Heil....... _.._,. ■ :zptanng,mg Ifier fntP7�ca ___ __ z eCHf 100% r 1`4a1lo ljno the, Accelatruh, avo rl5t3je ice, �I♦� ����� A-, Accela Automation's Online Help Feature C 2015 Accela, Inc. All rights reserved • : TIM Proprietary and Confidential Page Item 13. - 428 MAccela Accela Success Community Accela's public community website (https://accela.force.com/success/CustomerCommunitv_LogiL) is where our solution experts blog about industry news, preview new features and upcoming releases. The Community is open to our customers, prospects, developers, and partners to learn about Accela solutions, discuss ideas for how to get the most out of the Civic Platform, and share tips with others. Users will also enjoy: ♦ Getting everything in one place — Single sign -on for documentation, support, articles, and conversations with other community members. Finding information easily — Search a topic and get results from all areas of the Community with enhanced search capabilities. ♦ Experiencing an improved enhancement request process — The process provides consistency, offers a look into the planning and development process and provides opportunities for users to collaborate directly with product owners. ♦ Providing feedback — Rate articles and discussion threads and vote on ideas. ♦ Keeping up with what's important to you — Follow topics and people that you are interested in. ♦ Reducing your emails — Easy -to -access profile settings give users full control of content consumption and frequency. Ekoela Co-, n o,t.v I.— .... r . .vn 11-1 a 1- oats meta sao its -cam.. 1 4 19 POSTS COMMEMTS RECEIVED LRIES RECEIVED Accela Success Community homepage ® 2015 Accela, Inc. All rights reserved Item 13. - 429 Proprietary and Confidential Page 157 of 197 M Acce [a Accela Ideas Ideas is a valuable resource that allows users to share ideas on potential new solution functionality with Accela and other Civic Platform users, collect feedback from others, and comment and vote on ideas proposed by others. Ideas is a key data point used by our Product Management team as part of release planning, so we encourage others to comment on and vote for your idea. Since active input and involvement is essential for all ideas, Ideas allows users to comment on and vote for (or against) ideas posted by others. Whether you are in active implementation, have used the product for years, are a development partner, mobile user, or Accela staff, anyone using any Accela solution can submit an idea. By opening Ideas to such a large audience, we hope to better serve our users by bringing focus to features that are popular among the entire community, offer the most business value, and result in solutions users love. As an idea receives votes and progresses through the assessment process the status will be updated according to the following guidelines: The Next Big Idea — This status is the default initial status assigned to all submittals. ♦ We built it — This status is assigned to ideas that have made it into a release. ♦ We're working on it — This status is assigned to ideas that are in development and are expected to be included in an upcoming release. ♦ Current release candidate — This status is assigned to ideas that are actively being considered as within the potential scope for an upcoming release but are not yet in development. Very interesting — This status is assigned to ideas that are not actively being considered as within the scope for an upcoming release but which may become release candidates in the future. ♦ Let us chew on it — This status is assigned to ideas that have received at least 100 points but may not currently align with the product roadmap and are therefore not currently expected to become release candidates. ♦ Under point minimum — This status is assigned to ideas that have received fewer than 100 points. ♦ Closed — This status is assigned to ideas that have been closed due to duplication or any reasons other than that the idea has made it into a release. We encourage users to check the status of an idea at any time by returning to the Ideas page. m 2015 Accela, Inc. All ngMs me rued Proprietary and Confidential HB -665- Page Item 13. - 430 MAccela Accela User Groups Accela user groups discuss products and share experiences to improve the use of their Accela products. These groups are designed as a resource for, and by, those who know the product best —the users. There is a formal meeting during Accela Engage, the annual User Conference, where each of the group members vote and name a regional lead. The regional lead then coordinates with the regional Account Manager on webinars, meetings and other notifications from the collaborations and discussions with other users in the group. The regional lead, along with other group members can determine if meeting more frequently than quarterly is an option but if not, remote meetings or conference calls are encouraged to promote collaboration and issue resolution. Most meetings and product updates are coordinated around new releases and provide the user group members with information about the release, product demonstrations and product issues that have been addressed since the last release and new product enhancements based on feedback from the general user community. Accela posts all user group events in the events section on the Accela website (http://w-"w.accela.com/company/events) and can also access additional customer forums and discussions in Accela's Success Community. Mid -Atlantic Regional Group (Private) Southwest Regional Group (Private) A 'SW 4 nwmars �. 'k .'.. 4 members Northeast Regional Group (Private) All Region (Private) AR memba ra e s Pacific NarthwRst Regional Group (Private) NorCsl Regional Group (Prlvatt) PN NCA ', 5 memaers X members SoCal Regional Group (Private) A Midwest Regional Group (Private) MCA :i 4 mean:;¢rs 4 rtwmbers Southeast Regional Group (Private) SE a members Participate in discussions in these public and private groups with Accela staff, partners, and agency peers 0 2015 Accela, Inc. All rights resmed Item 13. - 431 e.a Proprietary and Confidential Page 159 of 197 MAccela Accela Engage User Conference This annual event in August brings together hundreds of users, administrators, IT managers, and other government officials for four days of product training, app development training, breakout sessions, presentations, networking events, engaging with Customer Support and Services staff, partner solutions, exciting activities, and more. The 2015 Annual User Conference will be held in Los Angeles, California from August 20-28' at the JW Marriott L.A. LIVE. L.A. LIVE is the premier destination for live entertainment in downtown Los Angeles and is anchored by the JW Marriott, Staples Center, Grammy Museum and Nokia Theatre. The L.A. LIVE campus features sports and music venues, night clubs, 20 restaurants, movie theaters and a bowling alley. The following topics are just some of the sessions that have been offered to attendees in past conferences: Recent Accela Engage User Conference Sessions Best Practice . Goodbye to Spreadsheets and Word docs The True One -Stop Shop Experience: Taking Government Service to the Customer a Practical use of Accela Inspector and mobile printing in the field r Statewide Online System Training Moving away from Accela Wireless.... choose the right device and app for field workers Issues and Solutions Interfacing Accela with Accounting Systems . Tracking Building Permit Walk-ins • Introducing / Re -Introducing Your Users to Accela . XAPO Marks the Spot: Leveraging Your GIS to Open Up the Power of Accela's Civic Platform How To . Managing and Reassigning Inspections Redeveloping Development Services Leveraging Citizen Access: A Look into Online Permitting and Electronic Document Review ■ Mobile — Before and After Go -Live Synchronizing GIS Features in Accela's Civic Platform • Keep Up with Upgrades... Case Study of upgrading a self - hosted Automation environment • Social Media — A legitimate Business Tool for Community Development Departments • Moving from legacy to Accela: One Municipality's Journey ® 2015 Accela, Inc. All rights reserved Huntington Beach, CA Enterprise Land Management Software System & Impleme-`-"-- "_- _,ts HB -667- RFP #2015-0319 Page Item 13. - 432 MAccela • What Do I Do With All This Data?! • Basic Business Rules Concepts • Beginner Accela Automation Database Tables for Reporting • Prepping your GIS Data What's New . Integrated E-Process with Accela On -Line application and Electronic Document Review s Using Accela to run an effective Vacant and Abandoned Property Registration Program • In customized agency apps that speak to the Accela platform • Civic Cloud and Civic Platform • Accela Automation 7.3 • Communication Manager with Outlook Integration Contact Management for Better Customer Service k Hidden Gems in 7.3 Business Rule Techniques for the Enterprise Special Session Accela Developer Program Open Data - Accela SDK Training — Deep Dive CERS and Accela's Civic Platform in San Diego County i The Move to Accela's Civic Platform: You Have Options Writing SQL 101 • Accela Hosting Infrastructure Build your first Accela app K Using Web Services and GovXML Customer Forum Q ICC Seminar— 2012 IBC Fire and Life Safety Principles Q 2015 Accela, Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Land Management Software System & Impleme-` B- 68 Item 13. - 433 xs -66g- ; 3s Page 161 of 197 MAccela Software Upgrades Accela is committed to the ongoing development of its products and works continuously to enhance the solutions to remain current with new technologies and consistent with best business practices. Accela spends millions of dollars each year on its research and development activities to enhance the effectiveness of its technology for its clients. Every single release advances technology and the automation it can bring our clients and their communities. For each new release, the requirements for new enhancements and features originate from a number of sources: ♦ Market demand ♦ Customer requests ♦ Strategic investment Technology advances Customer requests may come from various channels, such as direct requests from existing customers, industry trade shows and conferences, or user group meetings. At our annual user conference, for example, attendees have the option to participate in an organized vote to rank the intended system enhancements. The voting results are announced and discussed with the voters at that time. The following bullets outline our typical release cycle: ♦ Frequency — Accela's software releases typically occur annually (but may vary as requirements dictate) and other point releases as needed. The agency will need someone with network administration skills and access as well as a Database Administrator or someone with credentials to access, modify and update the database. Service/feature packs are a collection of different patches, minor enhancements, or revisions that, by necessity, must be released outside of the normal release cycle and typically occur at six to eight week intervals as needed. Patches are used to correct an identified problem with a software program or an operating system that requires immediate action are only issued on an as -needed basis. Upgrades and patches do not affect any local customizations developed by individual agencies. A typical duration to install/implement in one environment (Dev, Test, Prod) is as follows: + Hot Fix: 1 to 2 hours + Service/Feature Pack: 2 to 3 hours + Version: 4 to 6 hours Provision of release notes — All version upgrades, patches, etc. are provided with corresponding instructions to enable a complete understanding of the reasons and outcomes. Detailed product release C 2015 Accela, Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Impleme-`- -3s Page xB -669- Item 13. - 434 MAccela notes accompany all product releases, and are alternatively available on Accela's Success Community website for customers to review prior to installation. In addition, the following technical documentation is provided with each major release: + Administrator Guide + User Guide + Installation and Configuration Guide + Online Help + Interface Software Development Kit Ability for Client staff to implement versus need to contract for services — For on premise customers, upgrades to Accela's Civic Platform do not require a contract. When an upgrade becomes available, an e-mail notification is sent to all affected customers. Clients have the option of accepting these upgrades and releases into their configured systems. Accela keeps track of table structures and all system configuration data changes and then incorporates them into our standard database upgrade scripts. (It is the client's responsibility to test any customized user interfaces or user -defined tables and store procedures.) The result is that such efforts do not impact future releases of the product at any client agency. All system upgrades, point and patch releases are provided via a secure FTP site, and are easily installed and contain information regarding the specific release for review prior to their incorporation by our client sites. Duration of support for prior releases — Pursuant to our Maintenance agreement, Accela will provide maintenance support to on premise customers for the current release of each of its maintained software applications and for the release immediately preceding such current release. All other releases are deemed to be "legacy releases". Accela will respond to maintenance requests concerning legacy releases only using currently available information. Services requiring additional research, engineering -level support, or coding or programming by Accela will not be provided pursuant to the Maintenance Agreement, but may be separately available at rates and on terms that may vary from those described herein. Q 2015 Accela, Inc. All rights reservea Huntington Beach, CA RFP #2015-0319 Land Management Software System & Impleme_' B- 670:-ss Page 163 of 197 Item 13. - 435 HB -�0- MAccela Accela Cloud Clients Accela upgrades its Cloud Test environment one month before the Accela Cloud Production environment is upgraded to the same release version. Accela upgrades its Cloud Support environment two weeks prior to upgrading the Cloud Production environment. This gives our cloud clients one full month of testing the release prior to the release being installed into the Production environment. Accela's Cloud Environment Team has the responsibility of completing the upgrade for our clients. It is our customers' responsibility to perform all testing and verification of the new release against their specific configuration and setup. ♦ Day 1 — Test Environment Upgraded ♦ Day 14 — Support Environment Upgraded ♦ Day 30 — Production Environment Upgraded Accela On -Premise Clients On the day the Accela Cloud test environment is upgraded, the latest software release is made available on the Accela FTP site for Accela on -premise customers. We also provide notification of all releases via our Accela Success Community site. At that time, customers can download and install the current version to any of their environments. Accela's Customer Support team is available to assist on -premise customers with an upgrade provided it is an upgrade of an existing implemented environment. Two weeks' notice is required for assistance to allow for timing and scheduling of resources. All testing and verification is done by the customer in a test environment prior to installing the latest version in their Support or Production environment. The Customer Support will assist via remote WebEx sessions; however, the agency or its representatives are expected to install and configure any new software release. Accela's Customer Support team will be available to assist with any errors or issues that may arise during the upgrade process. Q, 2015 Accela, Inc. All rights reserved Huntington Beach, CA Enterprise Land Management Software System & Impleme-`-"-- HB -671- RFP #2015-0319 Page Item 13. - 436 MAccela Exhibit XX: Typical Release Schedule for Hosted and On -Premise Clients Approach to System Modifications Gap Analysis Strategy to meet Agency Requirements Accela's initial review of customer requirements against the Accela Civic Platform base package begins with the RFP response team which includes representatives from Engineering, Product Management, and Services. This team analyzes and reviews the functional and technical requirement documents provided in the RFP, and then determines if there are any perceived gaps in functionality from that required by the City that is not included in our base software. Once the actual implementation engagement begins with the City, Accela will lead requirements analysis sessions with key City subject matter experts (SMEs) to both validate gaps identified in the RFP response and determine if additional gaps may exist based on new or clarified requirements discovery. This approach represents our standard process for identifying any gaps between customer requirements and the base software package. Based on the detail and completeness of the listed RFP functional and technical requirements, we find that we can identify and address functionality gaps as a part of the RFP response and provide the customer with a realistic assessment of the gaps and any associated costs early in the process. By accurately identifying these potential gaps early in the process, we help mitigate changes to the scope and cost of the project to the extent possible. Rather than discovering potential gaps for the first time during implementation analysis, we basically test our assumptions made at the RFP level for these gaps to ensure that all parties are in agreement. Should any additional gaps arise due to unknown or additional requirements, these are easily addressed by the project team in conjunction with Accela Product Management resources. 0 2015 Accela, Inc. All dgMs reserved Huntington Beach, CA RFP #2015-0319 Land Management Software System & Impleme-`-`:-- "-- '-�s Page 165 of 197 Item 13. - 437 HB -672- MAccela Designing New Enhancements Accela follows a well -delineated process for assessing and designing new features for our existing Accela's Civic Platform COTS product. When new product requirements require an enhancement, the Accela Services team assigned to the project will collect requirements in the context of the project at hand and then work with Product Management to document the requirements and the proposed product enhancement. Specific functional requirements are presented to the customer for review and approval before any development work can begin. Accela's Civic Platform also offers a variety of configuration tools that may allow requirements new to the system to be implemented without product enhancement. Among these tools are custom screens, Accela's Business Rules Engine, and robust support for GovXML and Web Services. This approach is used routinely and supports well over 100 enhancements to our Civic Platform each release. For non -enhancements, our Services team is well versed in using the configuration tools used to provide the configuration of new requirements not otherwise supported in the system. The primary advantage to this approach is that it ensures that requirements are correctly documented and that the customer gets an opportunity to review and approve all requirements before any development begins. The result is an enhancement that meets expectations and works as designed. For non - enhancements, the complete solution is documented and detailed in our standard Configuration Document, which allows the customer to understand the solution approach and approve it prior to execution. Retaining Client -Specific Enhancements during Upgrades We develop and maintain a single code line for the base Accela Civic Platform. This in no way precludes an agency from securing improvements or enhancements to Accela's Civic Platform, but Accela Product Management has a responsibility to ensure that the requested improvements or enhancements do not negatively affect the use of the system for other clients. We maintain an internal product roadmap, and enhancements developed based on this roadmap are released to the entire customer base with each release. By using function IDs or switches, a specific customer solution need not turn on all functionality as a part of their specific solution. Accela follows a well -delineated process for assessing and designing new features for our existing Accela Civic Platform. When new product requirements require an enhancement post -implementation, the Accela Product Management team will engage the customer to collect requirements and use cases in support of the new requirements. These requirements are documented and then submitted to the customer for approval before any development work begins. At our V 2015 Accela, Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Impleme-`-`:-- °'--•'-ss Page xB -673- Item 13. - 438 MAccela discretion, Accela may require the customer to pay for the enhancement and will present the customer with any associated costs as a part of the submission of the functional requirements for signoff. Once the requirements are agreed upon, we will make the enhancement a candidate for the next regular release. In certain circumstances where functionality may be needed more rapidly, some enhancements may be able to be delivered in an Automation service pack pending the extent of the development effort and developer availability. Any customization performed by Accela is reviewed with the agency to ascertain that the existing features and functionality of the system cannot accomplish the need. Many times, we are able to present workable approaches that resolve the need. In the case that customization is ultimately selected as the appropriate path, Accela performs the work on the system after the agency has approved the work and its respective costs. There are no known constraints as Accela will enable completion of the customization without any deleterious effort on downstream releases. Anytime Accela enhances its product either for what may be deemed a single customer at the time or for the benefit of all, it is a company policy to make the enhancement (customized code) available to all of our customers through a scheduled upgrade or point release. Under this approach, the Accela Civic Platform's source code is not "customized" — rather updates to the source code become part of our supported product for all customers moving forward. The benefit of this approach is clear —neither Accela nor its customers have a string of code that is not generally supported. Instead, Accela's engineering team confirms that the Accela Civic Platform is wholly supported and aligns with the original product specifications throughout its lifetime. Under this design, Accela does not build any product "enhancement" that does not map to the product direction and overall company approach to solution building. Third -Party Product Compatibility Accela will make every effort and take every precaution to ensure that its Civic Platform and complementary product ecosystem remains compatible and compliant with the latest releases from our partners and industry leaders such as Microsoft, Oracle and Esri. Periodic releases of Service Packs and Patches to existing, supported version of these complimentary products will be supported in as timely a fashion possible. Support timelines for when wholly new products and/or product versions will be supported shall be communicated to our customer base via Release Notes and/or formal announcements form our Customer Care team. The timelines will be determined by Accela based upon the value with which those products bring value to our customers and the Civic Platform as a whole. It is Accela's recommendation and an industry best practice to test all new Service Packs, Patches and Versions within a Pre -Production environment prior 0 2015 Accela. Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Land Management Software System & Impleme_' B- 674; 3s Page 167 of 197 Item 13. - 439 HB -74- MAccela to publishing to your Product environment. Accela's Customer Care team is also a valuable resource for questions and assistance in these matters. Incident and Escalation When the Customer Support team receives an incident report, it is tracked until final resolution. The assigned Customer Support representative communicates incident progress, and email notifications are sent at critical milestones. The escalation process adheres to the following path: ♦ Initiation: All information provided to the Customer Support is entered into Accela's tracking system; the incident is assigned an identification number and a Customer Support Representative. ♦ For Requests for Information: the Customer Support representative provides the information and either closes the incidents or escalates to the appropriate resource. ♦ For Usage Questions: the Customer Support representative explains to the customer how to accomplish the task in question. The incident is then closed. ♦ For Software Issues: After confirming that the issue is not related to usage, the Customer Support representative performs an issue analysis to determine the cause of the incident. ♦ For Enhancements: The Customer Support representative gathers information about the requested enhancement, and escalates the incident to the appropriate resource within Accela, based on the request. ♦ For Service Requests: The Customer Support representative communicates and escalates the request to the appropriate Accela sales representative. ♦ Analysis: Once a software issue is reported, the Customer Support will attempt to replicate, analyze, research, and diagnose the cause of the issue. The customer may be asked to provide additional information, screenshots, or files to demonstrate the issue. Once resolved, and prior to closing the incident, the customer is asked to test the resolution. In the event that the Customer Support representative cannot resolve the issue, it is escalated to the appropriate resource. ♦ Escalation to Sales: Incident escalation to our Sales team occurs when a product enhancement or service is requested. The Sales representative will coordinate with Accela's Engineering and/or Services teams to prepare a cost estimate for the requested service. Upon customer C 2015 Accela. Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Impleme-` B- -�s675;- -3s Page xItem 13. - 440 MAcceta approval, a purchase order is generated and Accela will provide the requested enhancement or service. ♦ Escalation to Engineering: Escalation to Accela's Engineering Team occurs when a modification to the existing ecosystem is required or requested. After an initial evaluation, the Engineering Team provides an estimated completion date. Our Quality Assurance staff evaluates each fix, patch, or workaround before it is sent to the Customer Support team for distribution. Once the Customer Support receives the fix, patch, or workaround, it is delivered to by e-mail or through Accela's FTP site. Exhibit XX: Accela Customer Support Case Lifecycle ® 2015 Accela, Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Land Management Software System & Impleme-`-' -� 676: Ss Page 169 of 197 Item 13. - 441 HB -76- MAccela Accela prefers the City have internal escalation procedures to ensure that Accela's Customer Support team does not receive multiple calls regarding the same issue. Most agencies delegate two or three individuals to handle escalation issues prior to contacting the Customer Support with the issue, however, Accela's Customer Support will accept calls from any City staff member if it chooses to do business this way. Incident Severity, Response and Resolution As incidents are reported to the Customer Support team, incident severity is assessed based on the table below. Reported incidents are triaged based on the impact the issue has on business operations and the severity of other issues reported. Accordingly, necessary resources are assembled to resolve the issue based on issue severity. Accela Customer Support Incident Severity, Response, and Resolution Issue Criteria Examples Response Goats Critical System or application is • Users cannot log on • Confrrrn receipt of issue description non-functional or • Corrupted data within 1 business hour. seriously affected and "Business process is halted • Provide follow-up minutes. P every there is no reasonable workaround available. Kgh System or application is • Cannot print permits • Confirm receipt of issue description affected and there is no . Cannot process payments within 4 business hours workaround available or • Application response times •provide follow-up 48 hours. p every the workaround is impractical prohibitively slow Medium System or application • A non-c6tical feature is • Confirm receipt of issue description feature Is non-functional unavailable within 8 business hours_ and a convenient • Feature still works but • Provide follow -lip every 7 days_ workaround exists. requires additional user intervention Low System or application Incorrect labels on forms . Confirm receipt of issue description feature works, but these or reports with 24 business hours_ is a minor problem Missing or incomplete help • Provide follow-up every 14 days. page Client Testing / Acceptance continuously works on the problem and will put 'forth the effort to provide a workaround, fix, or estimated completion date within 72 hours after the problem has been diagnosed and/or replicated, or provided there is an agency representative available to assist with issue diagnosis and testing during the resolution process. Upon confirmation of receipt of incident, Accela will put forth the best effort to provide a workaround or fix or estimated completion date within 14 business bays after the problem has been diagnosed and�or replicated. Accela will put forth the best effort to provide a workaround or fix or estimated completion date within 21 business days after the problem has been diagnosed andioi replicated_ Resolutim for the issue may be released as a patch set or may be incorporated into a future release of the product_ Any time a fix, patch, or workaround, is delivered, the Customer Support team will assist with the install and testing, as necessary. If testing reveals that the incident is satisfactorily resolved, the incident is closed; otherwise, the incident is escalated to Accela's Engineering team. Q 2015 Accela, Inc. All rights reseed Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Impleme-` B- -��677: as Page x- Item 13. - 442 MAcceta Once a solution is confirmed as satisfactorily resolving the issue, it is closed and no longer actively tracked by the Customer Support team. A closed incident can be reopened at any time if the issue needs to be readdressed. Accela Partner Program Partners are a key component of our company's growth, and Accela is deeply committed to providing them with competitive value and differentiation. The Accela Partner Program fosters collaboration across our partner ecosystem while offering resources tailored to meet the individual needs of value added resellers, service providers, system integration partners, technology alliance partners and software developers. This approach opens up opportunities that enable partners to build, sell, deploy and align their products and services with our Civic Platform and directly engage industry professionals and citizens in their communities. The Accela Partner Program helps accelerate partners' time to revenue with training, marketing campaigns, sales tools and support so they can build a government business. 2ACM1a P.m,,r N Success Community and Partner Portal Nona cointined, parners can collWorate watts Accela. Csto" lens arid ctnei panne!s: sucmR. reviewcomment and vote W vrodu_'t enhaxemmV dea& Tack C %omen suppm cases, manage teals, access sales ma*,W and demo videos. xE A�^ess the kxrrns �rnx;ns;zty of Need to jan smcess eammuraty± coacxete m^ regsstattim Best Practice Configuration: Download Dom, load"Best Practice Tempiate;BMI contgUmuon. Download the PVT i Ernall tnefor Ascess Cloud Demo Access to BPT - Sack Office PreNce and dM— Ac-oala dentOnstMOnc. % Access the Ocxid C?e^x; t .act ta!fcw 4 Leg In Credentials: saas"Stdnveltestd— Cloud Demo Access to BPT - Citizen Practice and Ael€ver Accela denlordtrazlem, % Accm dte 00W Dernc - Cm2e11 4 Log In Creder"Iv. testdnoedestdnve Leaming Management System TnVnatg InaWnals. Friday seLSOM and cW=idteoules. Access Me i[xxrntng M><vageett-nn `Jr�*m 3 Ema1: the Lee--om feznea for access Accela's Partner Network site enables all types of partner's (Service, VARs, Developer and Technology Alliance Partners) to quickly discover information specific to their needs and includes links as well as contact details for the various partner tools, materials and systems. Q 2015 Accela, Inc. All rights reserved Huntington Beach, CA Land Management Software System & Impleme-'-' -- 678 Item 13. - 443 HB _�g_ : is RFP #2015-0319 Page 171 of 197 MAccela Accela has developed a mature Partner Program that includes a rigorous Certification and Training process ensuring that all partners have the necessary skills to succeed in an Accela implementation. In fact, there are 15 companies now certified to implement Accela's Civic Platform. From Accenture, Deloitte, HP Global Services, Woolpert, to smaller companies like TruePoint and TP Systems. As an element of our Partner Program, we strive to attract M/WBE firms too, to provide the breadth of services our customers expect. By creating an ecosystem of third -party technology partners, Accela opens up the opportunity for those companies and agencies to leverage the Automation platform across areas perhaps currently not considered. This is the inherent difference between us and our competitors —we believe in an open platform that builds toward continued growth and expansion of solutions and allows third parties and agencies to help drive the direction of the solution moving forward. With Accela's Partner Program, we believe in partners of volume, not a volume of partners 0 2015 Accela, Inc. All rights reseroetl Huntington Beach, CA Enterprise Land Management Software System & Impleme-•-•'-- "--•`-3s HB -679- RFP #2015-0319 Page Item 13. - 444 MAcceta Accela leverages the experience, talent, and skills of its business partners, which consist of software, hardware, services, and reseller companies that are dedicated to providing best -of -breed solutions for the public sector. Our certified implementation partners, some of which are also value-added resellers, have a deep understanding and expanded skill set for delivering the Accela Civic Platform. Software PartaSOrtiC. h1 Adobe, MW .•0+�I> TT rurucaruar sao+ Registered developers A Microsoftm' mr, M Accela Developer CITY195C?URCF[1 01 SYSTEMS Deloitte. Implementation and Support Accela's large and growing partner ecosystem extends and enhances the Civic Platform Accela Connect Our commitment to collaborating with qualified implementation firms and value- added resellers is exemplified in our annual Accela Connect Conference. Accela Connect brings together developers, business partners, customers and Accela staff who are passionate about using technology to build bridges between citizens and government. This year's event was held March l sc-4`', at the Resort at Squaw Creek in Olympic Valley, CA. C 2015 Accela, Inc. All ngMs reserved Huntington Beach, CA Land Management Software System & Impleme_A B- 680:-is Item 13. - 445 xB -so- RFP #2015-0319 Page 173 of 197 MAccela WHAT WE WANT FOR YOU: We want to help you uncover new opportunities for revenue so you can be a change agent for civic good in communities around the world. Developer Organizations WHO YOU WILL HEAR FROM. Accela executives, partners, developers and agency customers coming together to discuss trends. challenges and best practices. WHAT TO EXPECT: A week packed with networking, training and new ideas for building an the largest platform for government, currently used by over 1,000 agencies worldwide. Accela also works closely with developers as well as organizations like Code for America (CfA) and Tumml to build and deliver apps that make it easier to do business with government and address key community issues. We are also actively promoting the consumption of CivicData.com datasets by developers within these organizations and to their extended networks. Known as the "Peace Corps for Geeks", CfA recruits talented web developers, designers, and entrepreneurs for a year of public service and pairs them with municipalities throughout the country who are working to leverage technology and better engage the community. By opening new datasets, creating apps, and hosting events that engage residents — both the Fellows and cities produce open -source apps that can be used by any agency nationwide, making a real difference for the community. The Fellows work with municipal government leaders, community groups, and residents to identify a challenge the community is facing and design technology solutions to remedy the issue. ♦ Tumml is an urban incubator, which invests in civic startups, helping them grow into self -sustained businesses that focus on improving society. Accela's sponsorship of the program provides us access to a community of civic entrepreneurs and Bay Area public sector leaders. Tumml takes on five new startups during each cohort. Cohorts last approximately six months. We will work with cohort companies to explore partnership opportunites to integrate their products into the Accela Civic Platform. 0 2015 Accela, Inc. All rights reserved Huntington Beach, CA Enterprise Land Management Software System & Impleme_` B- -b81 is H- RFP #2015-0319 Page Item 13. - 446 MAccela 9 Response to Functional/ Technical Requirements Please refer to the following pages for Accela's response to the City's functional and technical requirements. Q 2015 Accela, Inc, All rights reserved Huntington Beach, CA RFP #2015-0319 Land Management Software System & Impleme-` B- 682: 3s Page 175 of 197 Item 13. - 447 xB -6s2- .IO Vendor 1 n!gFe!NR"""""";; Ability to add address point ID to any modules and link to GIS Versicn Response FP VenclorCornments The Accela Civic Platform comprises a suite of fully integrated solutions for government. 2 Ability to consume city map services within the application FP 3 Ability to toggle between the application and a map on the same screen FP 4 Ability to view County Assessors maps (APM) FP 5 Must use standard ESRI address schema FP 6 Ability to input temporary address into system CO Ability to automatically notify GIS when temporary and expired addresses have been CO 7 entered or reactivated 8 Ability to create buffer to generate notification labels FP This functionality is in present-day use at virtually every site where the solution has been implemented. 9 Ability to print site plans and aerial photography FP Maps can be saved to digital file format or printed to hard copy. 10 Ability to automate application submittal via web portal FP The solution allows not only for application submittal to take place on the web portal but where applicable can allow for the entire record process (permit or license, etc.) to be fully completed in one visit to the portal, including payment processing by credit card. 11 Ability to conduct plan review via web portal FP Plan Review can be done with use of EDR which is part of the product. Since AA is a web application, EDR is conducted via the web in AA. 12 Ability to upload related documents via web portal FP An unlimited number of such documents can be uploaded on the online portal. 13 Ability to notify web portal clients about status of application FP This notification can be accomplished on an ad hoc basis or configured to occur automatically upon the completion of a workflow task. 14 Audit trail with date/time-stamp & user ID for general comment fields FP 15 Ability to define auditable fields within system FP Accela Automation allows for the definition of the fields which the administrator would like to audit CD Any 16 Ability to select audit data and create custom audit report with results FP Accela Ad Hoc Report Writer can provide such a report. 17 Integration with Microsoft Outlook for Calendar and review tracking FP 18 Automated workflow routing with notifications and status tracking FP The Accela Workflow offers extensive and robust functionality to be configured to abide by an agency's business rules from start to finish. Each configured task ill be displayed to the authorized user, showing what as done, by whom and when and includes the status assigned by that task owner. This information is visible to both staff and to those who access the web portal 24/7/365. Ability to generate a custom hyperlink that generates a URL with a parameter, with a CO These page links or deep links can be configured in the 19 permit number. 20 Abilityto upload and attach unlimited number of documents to a record FP The City has the ability to define the file types and sizes of those files it will accept through the online web portal. 21 Ability to define number of characters for certain fields FP 22 Ability to track staff hours against an application or project and tie that to a rate FP Hours can then be tabulated and generated by the reporting engine to form invoices or for other business reasons. 23 Deposit amount threshold notification based on user -defined level Co The deposit amount level can be configured to trigger the notification to appropriate parties. 24 Disparate system import ability (or hyperlink to) (State Contractor's License, Work Comp) FP Both are supported. Import ability can be accomplished as part of implementation services. In other cases, an interface can be developed to access those records. 25 Ability to schedule hearing dates from within application Fp Users have the flexibility to schedule any events, inspections, hearings, agency holidays, meetings and more on the calendar portlet. The calendar view enables search, clone and copy of items according to specific needs. [awmlan—a.: At cai�ea timu a pa. wwi HM Ncenddib9'p iNenKp.. �aiemy _ x''Mrc, i•bxM + nil • ?f 4tn5w as MPnl bUNm6Mt NauilM+p 'Spw Maw Yvw Wed...... TMe hi.... SnA. MYAt Na ;> �arvlaai f is ....... ........ J ,_P;.. V 1 O Venclor Comments Permit types such as Re -Roof, Block Wall and Patio Cover can be auto -populated based FP The solution offers the ability for the City to configure 1 on defined permit types to minimize amount of user data entry. any type of permit type and to reuse information (applicant, contractor, etc.) that exists in the system without the need for rekeying or re-entering this data. Application types can be configured to automatically associate defined permit types, FP Record types can be associated or linked with one 2 based on user specified criteria (combo permit). another, irrespective if they are related or not, to allow the City maximum flexibility in establishing relationships. 3 Ability to associate multiple permit types for an address into one, master permit. FP Relate & un-relate M/E/P permits to Parent Building permit. FP 4 5 Ability to clone any permit type to any address. FP Additionally permit records themselves may be cloned. 6 Ability to override status type and expiration date. FP Typically performed by authorized user and action will be subject to system audit tracking who did what and when for transparency and accountability. 7 Ability to generate alert for a specific property / address. FIR Alerts can be configured and set according to time or other system -related factors. They may also be released manually or automatically (by configuration). 8 Ability to put a hold on a particular permit. FP Holds can restrict processes or other system configured actions. 9 Ability to reassign permit to another address. FP Address can be updated for any record type in the system. 10 Ability to print inspection label stock. CO Printing dependent on the capabilities of the printer. 11 Abilityto review related permits and access anyvia hyperlink. FP 12 Ability to copy permit and retain original address info. FP 13 Ability to capture electronic signatures. FP 14 Ability to add screens to "Favorites" location for easy recall. FP Since Accela Automation is a web based application, it may be added to internet favorites. Ability to automatically generate email to Utility companies once criteria has been met or FP An inherent system function and accomplished by 15 condition satisfied. Ability to generate and forward an automated email, with attached documentation for FP Notifications and emails as described are available in the 16 plan review to customer, notifying of necessary corrections for review. product. Ability to track fees for unique permit types where fees are waived, yet need to be FP 17 recorded and reported on. Ability to Issue permit before DIF fees have been paid for purpose of scheduling final FP rhe system is designed to follow business rules, including 18 inspection. Ithose as noted by thisrequirement. 19 Ability to assign a note to any fee desired. FP Ability to selectively process specific fees for payment at various times throughout the FP 20 process. Ability for client to review when inspector is estimated to be onsite for their scheduled CO Clients can review details regarding inspection details in 21 inspection. Accela Citizen Access. 22 Ability to add map of all daily inspections (per inspector) —with drop pins of locations. FP Accela map component supports showing the scheduled inspection location as well as where the inspection was submitted. 23 System to notify if an associated plan exists for an inspection for a permit. CO Notifications can be configured within the system. Provide web portal that supports Android and iPhone devices and allows clients to FP 24 schedule requests for inspections. 25 Present status and necessary corrections for inspections via mobile portal. FP 26 Ability to send notifications or corrections via email or SMS. FP Provide check boxes (w/ ability to trigger holds, if needed) for: City Job, School District CO 27 Fees (w/ receipt number box), Library Fees, & C of O (if linked). AM Vendor Itern Building Features Provide Link/Buttons for: Extend Permit & Reactivate Permit (triggers date Version Response FP Vendor Corni-nents The solution performs these functions by allowing them 28 paid/extension of permit time), View Permits, View Plans, & View All. to be configured. Configuration can account for the triggering of actions based on payment and extensions to permit time. Viewing of permit information, plans/documents, are controlled by the assignment of roles and privileges by City system administrators. ,q Ability for Permit Status to automatically update to "expired" on actual expiration date. CO Ability to automatically create plan check & permit expiration letters (based on exp. FP Expiration dates and other date -sensitive data can be 30 Dates) — Monthly. configured to trigger the printing of report templates (e.g. plan check and expiration letters). 31 Ability to create/issue basic permits online through City website. FP Provide Building/Combo permits components screen that includes fields: Valuation (for co The solution offers the City the ability to create as many manual override), Existing Area, Occupancy Boxes, Existing Bedrooms, New Bedrooms, # user -defined fields as necessary to capture data 32 of Stories, # of Families and #of Dwelling Units. pertinent to any case type. Ability for fees to be automatically generated based on component type (i.e. Library, DIF, CO 33 inspection, plan review, etc.). 34 Ability for fees to automatically adjust based on changed quantities of components. CO Provide plan check submittal screen w/ multiple entries (i.e. 1st, 2nd, 3rd submittal) & FP This information is readily visible as part of configured 35 automatic trigger of plan check turnaround deadlines. workflow tasks to account for the multiple submittals. Workflow statuses will trigger appropriate timelines according to the City's business rules that can be system configured. 36 Automatic trigger of NPDES inspection required (based on size of project). CO 37 Provide easy to use/retrieve link to pdf/word file of correction list. CO 38 Ability to automatically generate processing fee on all permits & certificate of occupancy. CO Provide automatic generation of plan review, inspection, impact fees, etc. (based on CO 39 components). 40 Ability to manually enter additional fees (i.e. re -inspection fee, plan scanning, etc.). FP Ability to waive permit fees for "green" items & City Jobs (& ability to issue permit w/ FP Waiving fees subject to system audit trail provisions. 41 waived fees). 42 Provide record of payments made (amount, date, type, check #, paid by, etc.). FP 43 Ability to have fee increases that do not alter past permits. FP An inherent capacity of the solution. Provide button for "Investigation Fee" that automatically doubles the inspection fee CO The end result desired by this requirement is met not by 44 (when pressed). a specific button but by the configured status given the Investigation inspection that would automatically double the fee. 45 Ability to add inspection type, date, & AM/PM/NP time preferences. CO 46 Provide Inspection Comments/Notes box tied to each inspection. FP 47 Ability to cancel/change inspection date, time frame, & inspector. FP Changes can be made accordingly but will be recorded as FP part of the system audit trail. The system would automatically list and make visible an 48 Provide daily list of inspections (for all & per individual inspector). individual inspectors inspection assignments for the day. Authorized users can be granted the roles and privileges o accomplish this for all inspection staff. 49 Provide trigger button/box to automatically add re -inspection fee due. FP As noted in an earlier response, the appropriate status to he re -inspection would be configured to double the fee due. Ability to prevent scheduling of final building inspection until all other trades & permits CO 50 are scheduled and/or finalled. Provide automatic generation of certificate of occupancy investigation inspection CO 51 required, upon drywall inspection approval. 52 Direct & "Live" inspection scheduling via phone system. CO Through interface with the City's current Selectron IVR system. 53 Voice Technology: talk -to -type corrections for inspections. NA 54 Provide a mobile "app" for inspection scheduling. FP Inspectors are able to schedule and reschedule inspections via the Accela inspector App. CJl CD W b1 Itern BuildingVendor • Provide a drop -down menu to action inspection status as denied w/ reason code (i.e., D1, Fp In the solution this is available as part of the Workflow 55 D2, D3, or D4). component by allowing the task owner to select the configurable reason or reason code as indicated. 56 Ability to approve/issue Temporary Certificates of Occupancy. FIR This approval and issuance can be configured to occur at precisely the point and when appropriate as governed by he City's business rules. Printing of the TCO can also be automated and based on its approval. Automatic batch printing of Permanent Certificates of Occupancy (upon final inspection c0 Batch printing can be configured to occur according to 57 approval). business rules. Print Permits on 8.5"x11" size paper (printer to fit in existing roll -out drawer/cubby at FIR 58 counter. Ability to create various reports from data in system (on as needed basis) & save report Fp Reports can be generated by the ad hoc report writer or 59 for re -use (with dates/fields that can be manipulated). by any one of the supported reporting engines. Each report template can be saved for resuse or retuning as appropriate. 60 Ability to save any report in a pdf format. Fp 40 CD W 1 Oil' Plan Check Submittal/Resubmittals (by type, i.e. Building, Mechanical, Electrical, etc.) by date due. •f CO •• f All reports in the solution can be generated using the ad hoc report writer or any one of the supported and seamlessly integrated reporting engines: Crystal Reports, MS Reporting Services, and Oracle Reports. For the purposes of this implementation, Accela has proposed a finite number of hours dedicated to report writing. Adjustments to this proposed allocation can be reviewed jointly with the City and ultimately made a part of the Contract between both parties. 2 Permits Issued (bytype, i.e. Building, Plumbing, etc.) by month, week, etc. (w/ ability to automatically post onto website). CO 3 Permits Issued by status, type, (i.e. Building, Electrical, etc.) by month, week, etc. CO 4 Permits Issued by specific contractor license number or name. CO 5 Expired Letters (generate single or batch, by applicable permits). CO 6 Average Daily Inspections. CO 7 Code Enforcement Monthly Activity. CO 8 CDBG Block Grant. CO 9 Certificate of Occupancy (by property address & by APN), by date/time frame. CO 10 Fiscal Year Activity. CO 11 Inspections (scheduled, completed, approved, corrections, etc.) by date. CO 12 Maintain Inspections (by types). CO 13 Maintain Inspections (by scheduling loads). CO 14 Maintain Inspections (by scheduling defaults). CO 15 DIF (Development Impact Fees) Notification Letter (batch by applicable permits). CO 16 NOC (Notice of Non -Compliance) Letter (generate single or batch, by applicable permits). CO 17 Reactivation & Extension Fees Collected (by week, month, etc.). CO 18 CofO (Certificate of Occupancy) Inspection Needed Letter (batch by applicable permits). CO 19 Plan Check Expiration Letter (batch by applicable permits & automatic trigger of plan check extension fee due). CO 20 NPDES (National Pollutant Discharge Elimination System) Letter (batch by applicable permits). CO 21 Plan Checks Submitted (unassigned). CO 22 Permits Issued (total number per RD freporting district), address, orAPN. CO 23 Permits Finalled (that had plan review attached), by week, month, etc. CO 24 Permits Issued, Not Finalled (when expiration date is near, 1 week, 1 month, etc.). CO 25 C-404 Census. CO 26 Fees Paid by Permit Type or Revenue Account. CO 41 I I 27 Fees Paid by Revenue Account, by date paid (excluding automation fee). CO 28 Assessor's Office Report (monthly). CO 29 EV Charger Report (monthly). CO 42 or Item 1 Public Works Features Must have Master Project functionality that may later be tied to a parcel number or address point or GIS features. Version Vendor Response FP Vendor Comments 2 Must store historical reference for parcel information regardless of any future changes made. FP 3 Automated system -wide notification and alerts to other staff and clients. FP 4 Abilityto track time against a project. FP 5 Ability to receive and track deposits against permits. FP 6 Ability to charge fees against a project deposit. FP 7 Ability to report on deposit balance for any project. FP Real-time balances are displayed to all authorized users internally as well as to applicants and others via the online web portal. 8 Ability to manage and associate multiple contacts for specific projects. Fp 9 Ability to define contact method for contacts in system. FP 10 Ability to accept some applications via web portal. Fp 11 Abilityto receive payments via web portal. FP 12 Abilityto communicate project status to clients via web portal. FP A status summary screen is visible showing all completed, in progress and future tasks, as well as status on all completed and in progress tasks. 13 Abilityto handle electronic plan review. FP 14 Abilityto handle electronic technical plan check. FP 15 Abilityto track and manage routing of plans to appropriate parties. FP 16 Ability to automate the scheduling and notification of inspections. FP 17 Ability to track and report on hours spent against inspections. FP 18 Ability to create deposit thresholds with automatic system notifications. Fp 19 Abilityto track cash bonds. FP 20 Ability to issue stop work notices and correction notices. FP 43 CD W Iten) PublicWorks (Urban Runoff) Features Version Vendor Response Vendor Comments Need the ability to convert Access Data Base (NPDES) to new system. The NPDES data CO Proposed implementation services will include the 21 base contains Urban Runoff information. conversion of this data unto the solution. 22 NPDES information needs to be available in the new system. FP After the noted conversion, this data will be readily available to all authorized users. Provides menu option security controlling function access based on individual users FP 23 access rights. 24 Notification of upcoming inspections. FP 25 Ability to interface with mobile devices. FP Inspectors need the ability to enter and have access of inspection information in the FP This facility is provided by the Mobile component of the 26 field. Accela Civic Platform. Inspectors need the ability to capture locally and remotely longitude and latitude, and FP Capture of Lat and Long is device dependent but having 27 have access to GIS information. this information, inspectors have the ability to enter this data as part of their inspection. 28 Ability to remotely close a case if inspection is performed and there is no violation. FP 29 Ability to electronically capture photos and attach to inspections. FP 30 Inspections are also performed for City facilities and special events. FP Ability to produce an inspection schedule report in consideration of geographical FP 31 proximately and available inspectors. Summary of inspections both scheduled and completed for a range of dates and/or FP Best satisfied by the generation of one or more reports by 32 inspectors. the suoported reoortiny,engines. 33 Ability to produce an inspection follow-up reporting and alerts. FP 34 Ability to process, track, produce follow-up alerts and report. FP 35 Need to report to the State those Inspections taken on behalf of the State within 3 days. FP A workflow task can be configured to trigger the need to create this report or if the report template exists, to trigger running the report from system data. Workflow duration can be set for three days to coincide with State requirements. 36 Need the ability to have local and remote field access to permitting information. FP Achieved by the functionality available in the Mobile component. 37 Need the ability to have local and remote field access to Business Licenses information. FP Achieved by the functionality available in the Mobile component. 38 Need the ability to have local and remote field access to Plan Check information. FP Achieved by the functionality available in the Mobile component. 39 Need the ability to have local and remote field access to Plan Check information. FP Achieved by the functionality available in the Mobile component. Abilityto incorporate Community Services inspections in addition to Urban Runoff FP 40 inspections. 44 41 Need access to SIC codes when entering inspections. FP These codes can be configured as a link that would be available to users as part of their inspection process. 42 Ability to capture, track and report Citation and Violation information by District. FP 43 Ability to capture, track and report Enforcement information by District. FP 44 Capture and report Enforcement Case information. FP 45 Ability to report employee and contractors Certifications and training. FP 46 Need access to Certificate of Occupancy information. FP 47 Complaints need to be captured and processed bythe new system and followed -up. Complaints can be called in, emailed or written. FP The solution offers extensive functionality for handling, tracking, reporting and processing any type of complaint received through any of the channels listed. 48 Allows access to parcel and permits and ability to search by address, tenant or owner. FP i� CD W 45 O Vendor WorksItem Public •.Response Interacts with finance system, in real time, in order to eliminate redundancy in reporting. CO As part of its implementation services, Accela will develop Also must facilitate an electronic accounting of inspections prior to, and during, the an interface to the City's finance system. All aspects of the 49 actual inspection process. inspection process are inherent to the solution. Urban Runoff charge's fees for inspections. Need the ability to process payment of fees FP Can be accomplished within the solution alone or in 50 with cashiering and finance. conjunction with the planned interface to the finance system. 51 Need the ability to process payment of fees with cashiering and finance. FP This requirement can be achieved by the planned interface. 52 Need inquiry access to status of fee payments and collections. FP Inherently provided to all authorized users by viewing the fee and cashiering component of the solution. Lists all debits and credits and other financial data. 53 Ability to enter, track and report FOG (fat, oil & grease) fee payments. FP 54 Ability to accept and process fee payments. FP 55 Specific Event storm water Inspection Form CO Assumed to exist as a report template to be completed by system data that is captured or entered into the solution. 56 Storm water Civil Citation Form B CO All reports in the solution can be generated using the ad hoc report writer or any one of the supported and seamlessly integrated reporting engines: Crystal Reports, MS Reporting Services, and Oracle Reports. For the purposes of this implementation, Accela has proposed a finite number of hours dedicated to report writing. Adjustments to this proposed allocation can be reviewed jointly with the City and ultimately made a part of the Contract between both parties. 57 Storm water Citation Letter example CO 58 Storm water Construction Site Inspection Form CO 59 Food Service Establishment Inspection Form CO 60 Commercial Industrial Storm water Inspection Report CO 61 Storm water Violation Information letter example CO 62 Storm water Notice of Non -Compliance Form CO 63 WQ BMP Inspection Report CO 64 Storm water Annual Program Effectiveness Assessment report. CO 65 Effluent Flow Meter Calibration Report. CO 46 Item 1 Code Enforcement Features System dynamically spellchecks text entries. Version Vendor Response NA Vendor Comments hile spellcheck is available within the system, however it is not available to operate dynamically. 2 Spellcheck has customizable dictionary. FP 3 Ability to select multiple violations via checkbox from one screen. FP 4 Ability to create canned responses that can be applied to a case. FP 5 Ability to edit canned responses, once applied to a record. FP 6 System must import municipal code electronically. FP In most instances, our clients opt for embedding a link to he location where this document exists electronically. 7 Inspector's schedules must be tracked and reportable down to 15 minute levels. FP 8 System must be able to track inspector's hours against different account codes. FP 9 System must be able to accommodate unlimited number of zones by GIS data. FP 10 System compatible with location services of remote devices for photos. FP Location services are compatible with the Accela Apps. 11 System to automatically associate photos with GIS info to appropriate cases. NA This requirement is not available presently in the solution. 12 Ability to reassign inspections between inspectors at will. FP 13 Ability to auto -assign inspections based on geographic location. FP 14 Ability to receive complaints from citizens directly from website. FP Complaints can be accepted formally through Citizen Access, the online web portal of the Civic Platform. 15 Ability to provide status of existing cases for the person who reported the issue. FP Notifications can be sent but self-help exists for these complainants to view status directly on the system web portal, 24/7/365. 16 Ability to create dynamic link to external database to return specified data from screen. CO Links can be configured in the system. 17 Ability to associate emails and attachments to records automatically. FP All emails and attachments are tracked within the system and are automatically attached to the record. 18 Ability to assign an alert or message to a parcel. FP 19 Ability to print all forms/templates from one case @ same time; case data, case action, notice of violation, final notice of violation FP 20 Ability to create B,M,E,P permit (auto populate), on the same address, from case violation of "Construction without a Building Permit" FP 21 System to update legal owner on new case entered (owner is refreshed when Win2Data is updated monthly) similar to fee update NA Ltl 22 Provide check box that (1)auto populate Notice Order Template, (2)generates an email c0 This is available in the system however some request for Lot Book to Supervisor configuration is required. 23 Provide check box in Notice Order Template that auto populates the "Request for Legal FP The solution can achieve this functionality of printing by it Services" template being triggered by a status in workflow. Vendor Hem Reports Version Response• 24 Code Enforcement Complaint Receipt Report c0 All reports in the solution can be generated using the ad hoc report writer or any one of the supported and seamlessly integrated reporting engines: Crystal Reports, MS Reporting Services, and Oracle Reports. For the purposes of this implementation, Accela has proposed a finite number of hours dedicated to report writing. Adjustments to this proposed allocation can be reviewed jointly with the City and ultimately made a part of the Contract between both parties. 25 Code Enforcement Monthly Activity Report CO 26 Average Days to Compliance Report CO 27 CDBG Block Grant Quarterly Activity Report CO 28 Code Enforcement Average Compliance Measurements Report CO 29 CDBG Block Grant Unique Address CO 30 CDBG Block Grant Accomplishment Report CO 31 Notice & Order Templates 1,2,3,4,5 CO E; I 1 Ability to enter inspection information and issue violation notices from the field through the software by e-mail (via I -Pad). ResponseVendor CO Inspection information can be captured in the field by the Mobile component of the solution. Violation notices can be issued and printed in the field through portable field printing devices or attached with an email. 2 Ability to support mobile devises (Windows tablets and iPads) during temporary loss of broadband connection. FP 3 Ability to automate inspection scheduling and customer notifications. FP 4 Ability to track and report on hours spent against inspections. FP 5 Ability to intake and track electronic plan reviews and electronic application submittals. FP 6 Ability to issue receipts via e-mail for plans received. FP 7 Track turnaround time and hours for staff against various projects. FP 8 Automated e-mail notifications to clients (i.e. plan review status, corrections, expired permit, etc.). FP While this requirement is supported by the solution, the clients themselves can view this information on the system web portal. 9 Ability to auto -assign plan reviewer based on geographic location within city. FP 10 Online payment of fees via portal and ability to interface to cashiering. FP 11 Ability to access centralized parcel, address, and occupancy information/history FP 12 Ability to create permits and automatic expiration of permits by definable dates. FP 13 Automatic expiration of permits by definable dates. FP 14 Ability to run pending plan review submittal reports showing status and due date (with turnaround days configured around weekends and holidays). FP 15 Track turnaround times by staff for various projects. FP 16 Ability to track fire flow information request submittals and results. FP 17 Ability to bill for reviews and inspections based on valuation as well as pre -determined fees. FP 18 Ability to attach e-mails and documents to occupancy and parcel records. FP 19 Ability to assign recurring inspection frequencies of existing occupancies, private fire hydrants, oil wells, and temporary/annual permits based on occupancy characteristics and permit types. FP 20 Ability to issue violation notices for recurring inspections of occupancies, private fire hydrants, oil wells, and operational permits in the field via the software and I -Pad. FP 21 Ability to automatically generate monthly inspection lists and monthly status lists (showing completed and pending inspections per assigned staff member). FP 22 Ability to automatically bill for recurring occupancy and permit inspections (based on 1 status) and automatically generate monthly billing reports. FP 49 Ability to automatically filter out (not charge for) recurring inspections of city owned FP 23 properties and other predetermined occupancies from the billing list. Ability for automatic update of billing contact information (name, address, e-mail, CO number) based on updated Certificate of Occupancy information and/or business 24 licensing information. 50 CD W ra Itern Fire Inspection Peatures Version Vendor .. Abilityto access occupancy and permit history in the field during inspection (i.e. previous FIR Supported by the Mobile component of the Accela Civic inspection violations, updated certificates of occupancy, pending permits, code Platform. 25 enforcement inspections, etc.) Ability to save historical data pertaining to an occupancy (i.e. previous uses, owners, FP There is no need to delete system information as 26 contacts, etc.) historical information can be segregated and kept separately from live information with respect to completed records. Such information can then be made available for research or reporting purposes if needed. Ability for customers to submit self -inspect affidavits online and automatically update FP This functionality is being enacted in various Civic software to show customer submitted self -inspect affidavit indicating compliance with Platform client sites presently. fire code requirements (i.e. self -correct violations or multi -family unit interior inspection 27 checklist for owners to submit online). Ability for customer submission of required fire protection system certifications online CO This can be accomplished by the system however some and automatic update of occupancy and property files to show status of fire protection configuration is required. 28 system certification. Ability to track e-submit billing status with County for the Certified Unified Program CO This can be accomplished by the system however some 29 Agency (CUPA). configuration is required. Ability to meet State requirement for Compliance Monitoring and Enforcement (CME) FP This functionality is being enacted in various Civic data reporting (California EPA) and to track chemical inventory for each location for the Platform client sites presently. 30 Certified Unified Program Agency (CUPA) and State. Ability to assign training to staff, verify completion, generate year end reports, and CO Configuration can account for meeting this requirement. 31 submit reimbursable receipts to State. 32 Ability to reconcile and track annual testing of fire hoses, inventory, and repairs. 33 Ability to document complaints and track referral inspections and violations. FP Ability to document activities (numbers and hours) pertaining to productivity/service FIP provided (i.e. Special projects, Specific Events, training, meetings, Knox requests, and other categories which can be created and modified by the end user [Huntington Beach 34 Fire Department] to track division productivity) 35 Ability to automatically generate and e-mail division productivity and status reports. FP User definable required fields with warnings. FP 36 51 Item 1 Business License Features Must be able to automatically track and apply late fees with aging. Version Vendor Response FP Vendor 2 Must be able to interface with GIS for address notification. FP 3 Must be able to interface with GIS for fee calculation. FP 4 Must be able to accommodate GIS interface for downtown BID zones. FP 5 Ability to create user -defined fields or attributes. FP 6 Must maintain history for any business by address point. FP 7 Ability to archive historical data. FP 8 Ability to accommodate tax exempt businesses. FP 9 Ability to accommodate special events. FP 10 Ability to create and assign custom categories for a business. FP 11 Ability to compare third -party databases with internal records creating exemption list. CO This can be accomplished by the system however some configuration is required. 12 Ability to email PDF copies of any documents directly from the system. FP 13 Must be able to accept partial payments for license fees. FP 14 Must be able to automatically generate letters for outstanding balances. FP 15 System must be configurable to automatically determine payment priority. FP 16 Must be able to rollover any unpaid balances to next year's total. FP 17 Ability to print or not print business licenses by status. FP 18 Ability to print or not print business licenses regardless of status (with admin rights). FP 19 Ability to accommodate online license applications and renewals. FP 20 Ability to accept online payments for fees. FP 21 Notify online clients of conditions or status updates via email or letters. FP The solution can meet this requirement but clients can have the ability to view this information directly 24/7/365 on Citizen Access, the online web portal. 22 Ability to capture changed information and stop renewal or application process with notification to client that they need to come in to the city to proceed. CO This can be accomplished by the system however some configuration is required. 23 Ability to accept uploaded documents from applicants online and associate with the applicants record in the system. FP 24 System must comply with all existing and future federal, state and local requirements. FP 25 Ability to define field visibility based on user permissions. FP 26 Ability to search by any defined field. FP 27 Ability to provide users with saved, favorite searches. FP 28 Ability to generate and track citations with fees. FP 29 Ability to calculate oil production tax based on three different rates. FP 30 Ability to flag an address based on a pending action, such as "no current license'. FP 52 31 Ability to add anew renewal year regardless of any status or outstanding balances. FP 32 Ability to send notifications for upcoming inspections. FP 33 Ability to track field inspections without creating a new business license. FP 34 Ability to place a business license on hold. FIR 53 O� 00 Cl) I• Iten-I 1 Cashiering Features Ability to post a payment of any amount, regardless of what balance is due. Version Vendor Response FP Vendor Comments The City's business rules will govern as to what can be accomplished by whom and when. 2 Ability to receipt payment via more than one payment type (i.e., check & cash) FP 3 Ability to receipt partial payment. FP 4 Ability to issue refunds for overpayments. FP S Ability to transfer a client's funds between different accounts they may have. FP 6 Ability to apply a payment to more than one outstanding balance. FP 7 Rules that define how to apply payment across various balances. FP 8 Ability to place accounts on hold. FP 9 Ability to export payment detail information. FP 10 Ability to reverse a payment. FP 11 Ability to apply fees (NSF). FP 12 Ability to capture electronic signature. FP 13 Ability to audit transactions. FP 14 Must be PCI compliant. FP 15 Ability to accept credit card transactions. FP 16 Ability to reprint a receipt via a receipt printer. FP Device dependent. 17 Abilityto import payments from text/flat files (e.g. Remittance Processing System). Tp An interface with the Remittance Processing System is needed. 18 Ability to designate an account as cash only status. FP 54 Item 1 Technology Features Support field -use of tablets, smartphones or laptops for inspections. Version Vendor Response FP Vendor Comments 2 Mobile app that supports lost communication for later data updates. (cached data) FP 3 System must support Citrix environment. FP 4 Web -based user interface. Fp 5 Tools to manage and refresh environments (Production, Test, Training) FP 6 SOA (Service Oriented Architecture) FP 7 SSRS (SQL Server Reporting Services) FP 8 PCI compliant cashiering module FP 9 BI (Business Intelligence) tools, OLAP cubes FP i� 50 J O MAcceta 10 Client References In response to the City's reference request, we have included in the following pages five completed reference forms from agencies that are similar in size. These agencies have implemented our Civic Platform with similar level of complexity, and have utilized the proposed system in a comparable computing environment. ® 2015 Accela, Inc, All nghts reserved Huntington Beach, CA RFP #2015-0319 Land Management Software System & Impleme-' B- 70 :-is Page 177 of 197 Item 13. - 471 HB -6- SOFTWARE AND IMPLEMENTATION REFERENCE FORM Use this form for completion of Section 11.0 of your Response to the RFP Please provide at least five (5) references for the software that most closely reflect similar consulting projects to the City's scope of work which have been completed within the past three (3) years and have involved the proposed software. These references should be sites at which the software has been FULLY IMPLEMENTED and is "Live". References where system implementation is not complete will not suffice for the City's evaluation purposes. Please use the following format in submitting references. Name of Government or Agency: City of Torrance Phone _310 618-2567 Address: 3031 Torrance Blvd. Torrance, CA 90503 Government Project Manager: Stephen Lavey Title: Systems Analyst Service Dates:Aug. 2012- Apr. 2015 Software Program/Version: Accela Automation 7.x Summary of Project:_implement Accela Automation software and convert Permitting and Business License functions to the new system, including converting data from existing systems, implementing mobile application for building inspections and online interface for citizen access to permit and licensing data. Agency's Operating Budget:$165M Hardware Price $ n/a (used existing) Software Price $ 52,500.00 Database Platform: Operating System: Number of Employees:_1000-1500 Implementation Services $347,906.00 Program Interface Price $ n/a (none built) MS SQL Server 2008 Windows 2008 R2 26 HB - 707- Item 13. - 472 SOFTWARE AND IMPLEMENTATION REFERENCE FORM Use this form for completion of Section 11.0 of your Response to the RFP Please provide at least five (5) references for the software that most closely reflect similar consulting projects to the City's scope of work which have been completed within the past three (3) years and have involved the proposed software. These references should be sites at which the software has been FULLY IMPLEMENTED and is "Live". References where system implementation is not complete will not suffice for the City's evaluation purposes. Please use the following format in submitting references. Name of Government or Agency: City of Monterey Park Phone: 626 307-1300 Address: 320 W. Newmark Ave. Monterey Park, CA Government Project Manager: Tim Wong (Now Employed at City of Huntington Beach) Lisa Wang now lead role position at Monterey Park Title: Permit Technician II Service Dates: Aug., 19, 2013 Software Program/Version: 7.3.3 Summary of Project: Upgrade from Legacy system to Automation Land Management, Mobile Office, Citizen Access and GIS Agency's Operating Budget: 35.5 million Number of Employees: 470 Hardware Price $0 Implementation Services $232K Software Price $ 30K/annual Subscription fee Program Interface Price $ included in implementation Database Platform: Oracle Operating System: Windows 26 Item 13. - 473 uB -708- SOFTWARE AND IMPLEMENTATION REFERENCE FORM Use this form for completion of Section 11.0 of your Response to the RFP Please provide at least five (5) references for the software that most closely reflect similar consulting projects to the City's scope of work which have been completed within the past three (3) years and have involved the proposed software. These references should be sites at which the software has been FULLY IMPLEMENTED and is "Live". References where system implementation is not complete will not suffice for the City's evaluation purposes. Please use the following format in submitting references. Name of Government or Agency: City of Cucamonga Phone: 909 477-2700 Address: 10500 Civic Center Dr., Rancho Cucamonga Government Project Managerdennifer Nakamura Title: Associate Planner Service Dates:1/2014 Software Program/Version: 7.3 Summary of Project: The City implemented Land Management, AGIS, Mobile Office and Citizen Access for Building Planning, Engineering, Enforcement and Fire Department. EDR (Plan Check System) implemented in phase 2. The city has 125 internal users and over 1800 external users (registered citizens) with access to Accela Citizen Access Agency's Operati : 838 Hardware Price $138,000 (includes new Implementation Services (Accela ) $ 902,000 GIS Server, Large 245,000 for city third party project management total Screen Monitors and services 1,238,000 also added 8% contingency — 65 mobile devices Additonal travel cost of $93,000 and Crystalraining Software Price $ 167,000 Database Platform: SQL Operating System: Windows of $9,000 Program Interface Price $32,000 26 HB -709- Item 13. - 474 SOFTWARE AND IMPLEMENTATION REFERENCE FORM Use this form for completion of Section 11.0 of your Response to the RFP Please provide at least five (5) references for the software that most closely reflect similar consulting projects to the City's scope of work which have been completed within the past three (3) years and have involved the proposed software. These references should be sites at which the software has been FULLY IMPLEMENTED and is "Live". References where system implementation is not complete will not suffice for the City's evaluation purposes. Please use the following format in submitting references. Name of Government or Agency: City of Santa Monica Phone: 310 458-8381 x5016 Address: 1685 Main Street rm111 Santa Monica, CA 90401 Government Project Manager: Andy Pong Title: Lead Systems Analyst Service Dates: Since Dec. 1, 2014 Software Program/Version: AA / 7.3.2.0.1 273580 Summary of Project: To implement a web -based land management system that will replace Permits Plus, City's current permitting systems. The new system will provide the City with the current functionality provided by Permits Plus while adding additional features such as mobile inspections, enhaced workflow, mobile applets, and a seamless integration with the City's GIS and Document Systems and IVR. Agency's Operating Budget: Number of Employees: Hardware Price $ 161,250 Implementation Services $ 34,000 000 Software Price $ 34,Program Interface Price $ 37000 Database Platform: MS SQL 2008 R2 Operating System: Windows 2008 Server R2 26 Item 13. - 475 HB -710- SOFTWARE AND IMPLEMENTATION REFERENCE FORM Use this form for completion of Section 11.0 of your Response to the RFP Please provide at least five (5) references for the software that most closely reflect similar consulting projects to the City's scope of work which have been completed within the past three (3) years and have involved the proposed software. These references should be sites at which the software has been FULLY IMPLEMENTED and is "Live". References where system implementation is not complete will not suffice for the City's evaluation purposes. Please use the following format in submitting references. Name of Government or Agency: City of Ontario, CA Address: 303 East B Street Ontario CA 91764 Phone: 909 395-2407 Government Project Manager: Peter Witherow Title: Applications Manager Service Dates: 01/01/2013 Software Program/Version: 7.3.2.0.2 274594 Summary of Project: Live on Land Management with Building, Planning, Fire and Engineering. Agency's Operating Budget: $500M Hardware Price $10,000 Software Price $ 150,000 Database Platform: SQLServer 2012 Operating System: Windows Server 2008 Number of Employees: 1200 Implementation Services $100,000 Program Interface Price $0 26 HI3-ill- Item 13. - 476 MAcceta Price11 Proposal Accela's price proposal in the City provided ELM Price Schedules is included in the following pages. 0 2015 Accela, Inc All rights reserved Huntington Beach, CA RFP #2015-0319 Land Management Software System & Impleme-• B- -Bs Page 178 of 197 Item 13. - 477 xB -� 12- MAccela (This page is intentionally left blank.) P 2015 Accela, Inc. All rights reserved xB -71,- Item 13. - 478 License Fees and Professional Services: City of Huntington Beach ELM System RFP Schedule 1 Price Summary Price Software License Fees Vendor Software (Detail on Schedule 2) $ 504,093.00 Third Party Software (Detail on Schedule 3) N/A Professional Services: Project Management Services (Detail on Schedule 4) $275,280.00 Implementation and Configuration Services (Detail on Schedules) $799,570 Data Conversion Services (Detail on Schedule 6) $ 118,400 Training Services (Detail on Schedule 7) $ 49,025 Travel and Other Expenses (Detail on Schedule 8) $ 136,280.00 TOTAL FIXED PRICE FOR PROJECT Software Maintenance & Support (Years 1-5) (Detail on Schedules 2 and 3) Year 1 (to commence upon a module being placed in production) $ 106,124.00 Year 2 $ 510,940.20 Year 3 $ 794,397.21 Year 4 $ 834,117.07 Year 5 $ 875,822.92 Total Maintenance and Support (years 1 through 5) $ 3,121,401.40 Total for Project Fixed Fee plus Maintenance / Support for 5 Years $ 3,625,494.40 Maximum annual percentage increase for Vendor's Maintenance and 5� Support for Years 6 through 10. (schedule 2) Maximum annual percentage increase for Third Party's Maintenance and N/A Support for Years 6 through 10. (schedule 3) Comment / Explanation Represents year 1 on recommended phased purchase City of Huntington Beach ELM System RFP Schedule 2 Vendor's License Fee Detail / Annual Maintenance and Support Detail Software License Fees for Vendor Software: Footnote Price Footnote Price Footnote Price RPf.-n-- R>f—nr>• Rcfc--* Annual Maintenance and Support Year 1 Year 2 Year 3 Year 4 Year 5 Land Management 60 $ 167,143.00 60 $ 151,731.00 40 $ 101,154.00 $ 35,188.00 $ 188,678.40 $ 299,266.32 $ 314,229.64 $ 329,941.12 Business License and Case Management 60 $ 167,143.00 60 $ 151,731.00 40 $ 101,154.00 $ 35,188.00 $ 188,678.40 $ 299,266.32 $ 314,229.64 $ 329,941.12 Modules Required to Implement Functionality: GIS 60 $ 44,878.00 60 $ 45,471.00 60 $ 30,314.00 $ 9,448.00 $ 55,391.40 $ 88,474.97 $ 92,898.72 $ 97,543.65 Mobile Office 25 $ 89,276.00 20 $ 50,577.00 10 $ 25,288.00 $ 18,795.00 $ 70,311.75 $ 99,115.34 $ 104,071.10 $ 109,274.66 Citizen Access - Based on Population $ 35,653.00 $ 7,505.00 $ 7,880.25 $ 8,274.26 $ 8,687.98 $ 9,122.37 TOTAL VENDOR SOFTWARE AT CONTRACT $ 504,093.00 $ 399,510.00 5 257,91C.00 $ 106,124.00 $ 510,940.20 $ 794,397.21 $ 834,117.07 $ 875,822.92 Maximum annual percentage increase for Vendor's Maintenance and 5� Support for Years 6 through 10. i " Footnote References - List any explanations or comments keyed to footnote references you enter above Based on best practice and to minimize 1 st year investment, Accela recommends a phased purchase during the course of implementation. A full compliment of users during implementation months are usually not in use. Recommended license purchases 3 phases: 60 useres for phase 1 at time of contract 60 in second phase or month 13 and final 40 users in phase 3 or at go live Annual Maintenance and Support Includes additional licenses per phase purchase plus 5% uplift from previous year software Pricing and uplift rates are provided as RFP pricing. If Accela is selected as a vendor of choice, we welcome the opportunity to work with Huntington Beach toward more favorable pricing terms M--I CD W -P 00 O CD City of Huntington Beach W ELM System RFP Schedule 3 Third -Party License Fee / Annual Maintenance and Support Detail 00 Software License for Third Party Software: Footnote Prira Maximum annual percentage increase for Third Party's Maintenance and Support for Years 6 N/A through 10. * Footnote References - List any explanations or comments keyed to footnote references you enter above: Not Applicable Annual Maintenance and Support Year 1 Year 2 Year 3 Year 4 Year 5 a l City of Huntington Beach ELM System RFP Schedule 4 Professional Services / Project Management* Fee Detail rroject ivianagement Tees tivioauie Hssigneai: Price txpianation / Lomment 24 Months of Project Management across all modules $275,280.00 Project management time to support 2 phase implementation across 24 Additional Modules Required to Implement Functionality: Software License Tor I nlra Party software: Total for Project Management (Module Assigned)l $275,280.00 Project Management Fees (Non -Module Assigned- Lump Sum) Total Project Managementl $275,280.00 * Proposers may elect to not allocate Project Management prices among the modules. This can be done by filling in only the line toward the bottom of the schedule CD captioned: "Project Management Fees (Non -Module Assigned - Lump Sum)". Proposers are also free to provide a proposal with a combination of Project Management fees some assigned to modules plus a lump -sum. W 00 N I� CD W WImplementation and Configuration Prices by Module v 00 i City of Huntington Beach ELM System RFP Schedule S Implementation and Configuration Services Price Detail* Price Explanation/Comment Project Initiation and System Setup $14,060 Support two initiation phases. To -Be Analysis $190,180 46 total permit/case/license types per RFP. At least 13 will be deployed based on Best Practice Templates. Includes S prototypes. Solution Foundation $180,S60 Solution Foundation/Configuration of back -office system 46 total permit/case/license types including 41 custom business rules. Electronic Document Review $37,000 Analysis and configuration of workstations, train users on deployed EDR functionality. Includes analysis and development of Finance, State of CA Lic Prof, Sire, and an Interfaces $S2,910 unknown payment processor for online payment. Additional support of upgrade to existing Selectron IVR to point to Accela. Custom Reports $111,000 Analysis and development of S high, 10 medium and 1S low complexity reports in addition to those included in Best Practice Template configuration. User Acceptance Testing Support $44,400 Support for one month in each phase of End to End user testing. Accela GIS Deployment $34,040 Deployment and integration support for Accela GIS and existing City GIS system so that GIS data may be leveraged and consumed across platforms. Accela Citizen Access Deployment $66,600 Deployment of City online portal for online application submittal, fee payment, inspection scheduling and general information lookup across departments. Plan and execute two go -lives including a go -live plan, setup of production Go -Live Support $68,820 environment, deployment of final system components to production environment, and two weeks of 1 person onsite for postgo-live support. ni iy—niVnm rvrwuuien neyuneu w III plei lie n[ runLVunaniy: Software License for Third Party Software: Total Implementation & Configuration Price (Allocated to modules)) $799, Implementation and Configuration Price (Lump -sum for all other) Total Implementation and Configuration Pricel $799,S70 * Propasers may elect to not allocate Implementation and Configuration fees among the specific modules. This can be done by filling in only the line at the bottom of the schedule captioned. "Implementation and Configuration Price (Lump -sum for all other)". Proposers are also free to provide a proposal with a combinatian of Implementation Services same assigned to specific modules plus a lump -sum far all other modules. City of Huntington Beach ELM System RFP Schedule 6 Data Conversion Services Conversion Services: Price Explanation/Comment Cityview Data Conversion $ 74,000.00 See data conversion approach Firehouse Conversion $ 29,600.00 Urban Runoff Conversion $ 14,800.00 Total Conversion (assigned to specific files)l $ 118,400.00 Conversion Services (Lump -sum for all other specified conversion needs) Total Conversion Services $ 118,400.00 *Proposers moy elect to not ollocote Conversion Services price omong the specific files. This con be done by filling in only the line toword the bottom of the schedule coptioned: "Conversion Services (Lump - sum for oll other specified conversion needs)". Proposers ore olso free to provide o proposol with o cornbinotion of Conversion Services some ossigned to specific files plus o lump -sum for oll other files. 00 CJ1 Trainin¢ Price by Module City of Huntington Beach ELM System RFP Schedule 7 Training Services Price Detail TraininL Days Averaee oer Dav Price Explanation/Comment 2 instances of Core Team Training, 1 per phase 2 $ 4,070.00 $ 8,140.00 2 instances of Accela Civic Platform Admin training 3 $ 3,700.00 $ 11,100.00 1 instance of Basic Event Manager Scripting 1 $ 1,850.00 $ 1,850.00 1 instance of Accela Citizen Access Admin 1 $ 1,850.00 $ 1,850.00 1 instance of Accela GIS Admin 1/2 $ 0.02 $ 925.00 1 instance of Accela Mobile 1 $ 2,220.00 $ 2,220.00 1 instance of Advanced User Experience 2 $ 1,850.00 $ 3,700.00 2 instances of Accela Ad -Hoc Reporting 1/2 $ 0.05 $ 2,220.00 1 instance of Train the Trainer 5 $ 1,924.00 $ 9,620.00 1 instance of Report Workshop 4 $ 1,850.00 $ 7,400.00 City of Huntington Beach ELM System RFP Schedule 8 Travel and Other Price Detail Travel Expenses: - Unit of Measure Number of Units Average Price per Unit Price Comment/Explanation Transportation Price (e.g. Airfare) Number of Round -trips 96 500 $ 48,000.00 On -site per diem Number of on -site man -days 392 71 $ 27,832.00 Hotel Accommodations Number of nights 296 138 $ 40,848.00 Auto Rental Number of days 392 50 $ 19,600.00 $ $ Other Prices not Included Elsewhere: Total Travel Price $ 136,280.00 Total Other P Total Travel and Other Pricesi $ 136,280.00 MAcceta Our fixed -fee price for the On Premise (City -hosted) implementation is based on the scope, approach, resource estimates, deliverables and assumptions defined in this response to the City's RFP. Our pricing assumes fixed price inclusive of all components. In the event the City removes scope, or makes changes to component pricing, Accela will have to review those elements to determine appropriate adjustments to estimates provided in this response.2 The pricing set forth herein reflects information generally known to Accela, supplied to Accela by the City of Portland (herein referred to as "the Agency") and based on our interpretation of the RFP. Further information gathered through detailed investigation by Accela is required before a final Cityment of Work and pricing can be mutually agreed upon. Proposed Solution Land Management License and Case Management Mobile' Citizen Access GIS 2. Maintenance costs are subject to a fixed yearly increase or based on CPI. Prior to contract execution, Accela may request a mutually agreed upon evaluation of the Agency's business practices and operations in preparation of the final Cityment of Work. 'As the project detailed design progresses, Accela will work with the Agency to further define and estimate at a detailed level customizations/capabilities and other custom coded components as well as prioritize work in these areas. Should the Agency require customizations/capabilities and other custom coded components, revised resource and cost estimates will be made. Any resulting scope changes will be managed through the established change control procedure for the project. Note: Mobile user licences must be accompanied by an Accela Civic Plaljorin user licence. Adding the GIS component of Mobile requires GIS user licensing in addition to Mobile and Accela Civic 1'lalforin licenses. 0 2015 Accela, Inc. All ngMs reserved Huntington Beach, CA RFP #2015-0319 Land Management Software System & Impleme_` B- 722: 3s Page 179 of 197 Item 13. - 487 xB -22- MAccela 4. Third Party Software (Licenses required) - The following third party software is not included in the Accela Software Installer. Separate licenses are required. For complete software requirements for different servers, please refer to our supported hardware/software specifications included in Section 3. One of two supported relational database management systems: + Microsoft SQL option — SQL Server 2012; 2008 r2; or 2008 + Oracle option — Oracle RDBMS version 11 g or 1 Og One of three supported report writers: + Crystal Reports (CR) Server 2011 or 2013 with Enterprise 4.1 or CR 11 rl and r2 or Enterprise 2008v1 or OEM Embedded; Crystal Reports Runtime 2008 or 2010 (for Mobile) (The embedded license allows for a stripped down version (and, therefore, less expensive for our customers) of Crystal Reports Server Enterprise that is focused solely on generating reports. It allows end users to view reports generated by the server over the web in any compatible browser. The license is applied during the installation.) + MS SQL Reporting Server 2012, 2008 r2, and 20082 (not applicable in the Accela Cloud) $ Oracle Reports 1 I or IOg2 ePlanSoft ePlanCheck Sparkling Logic business wizard Silverlight 5, Silverlight Run-time Edition 4.0 10 Microsoft IIS 7.x or 8.x; Microsoft .NET Framework 3.5 SP1, 4.0, 4.5 or 4.5.1; Microsoft Exchange Server 2007 SP1 or 2010 SP1; Microsoft SQL Server 2000, 2005 SP3 or 2008; Microsoft SQL Server Desktop Engine 2000; Microsoft Report Viewer 2008 or 2010; Microsoft Visual J# 3.5 S P 1 .NET 10 SSL Certificate (required by PCI compliance, optional) 10 JRE6.x (if SmartCharts will be used); JRE 6u3 and JRE 6u10 for Accela Report Writer feature on IE 10 and l I 10 Adobe ColdFusion 7 Enterprise Edition Voxeo Prophecy Server V 10.0; Prophecy 11 VoiceXML or Premium ASR/TTS or Nuance 9 5. The following third party software is included in the Accela Software Installer. No additional licenses are required. 10 JBoss 4.2.3 with integrated Tomcat 6.x 2015 Accela, Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Impleme_N:_- "-- -�s Page B -723- Item 13. - 488 MAccela Railo, an open source CFML engine recommended as alternative to Adobe ColdFusion 7 Enterprise Edition * Java SE 7u21 6. Payment obligations hereunder are non -cancelable and any sums when paid shall be non-refundable. The Agency will be responsible for payment or reimbursement to Accela all federal, City, provincial and local taxes and duties that are applicable, except those based on Accela's net income. 7. These costs are valid for 120 days. After the 120-day period, all prices are subject to change. This quote supersedes any previous written or verbal estimates. 8. Billing terms for license and maintenance terms are due upon contract execution. Billing terms for professional services, travel time, and expenses are due Net 30 days. 100% of license and first year maintenance fees are due upon contract execution. Maintenance is due annually based on the anniversary of contract signing. Maintenance can increase up to 10% annually unless a multi -year maintenance agreement is executed. 10. For fixed price agreements, Professional services will be paid monthly in equal sums as progress payments based on the duration of the project. City benefits of progress payments include: Focus on Quality — Separating payment from deliverable signoff allows all project team members, including Agency and Accela Project Managers, to focus on ensuring the highest level of quality. 610 Teamwork and Flexibility — Implementing a new system is truly a collaborative effort between Accela and the Agency. Teamwork is imperative to the success of the project. Progress payments encourage teamwork and allow more flexibility to do what is right for the Agency without being restrained by the signoff language for each deliverable. Reduced Administrative Time — Fewer invoices requires less paperwork and processing time. In addition, while Agency signoff is required on all deliverables regardless of the payment schedule type, significantly less time is spent negotiating each deliverable signoff, as payment is not tied to it. Cost Savings — Less Agency project management time is required, which results in real dollar savings for the Agency. ® 2015 Accela, Inc All nghts resewed Huntington Beach, CA RFP #2015-0319 Land Management Software System & Impleme-`-`:-- "-- :-?s Page 181 of 197 Item 13. - 489 HB -724- MAccela 11. Accela proposes that the parties negotiate all payment schedule terms in good faith, using our standard payment schedule (described above) as a starting point for such negotiations. 12. For Time and Materials agreements, professional services will be billed at the rates provided in a mutually agreed upon Cityment of Work (SOW). 13. This estimate does not include any third party hardware or software costs. Accela is not a reseller of such products and is not authorized to provide estimates on behalf of these third party hardware or software companies. Hardware and software requirements are outlined within the proposal and the appropriate hardware or software vendor should be contacted for special pricing specific to the Agency. C, 2015 Accela, Inc All rights reserved Huntington Beach, CA Enterprise Land Management Software System & Impleme-` B- -72 5- -3s H RFP #2015-0319 Page Item 13. - 490 MAccela ri- Assignment Page 10, Section 2.13 Sof fare 5ozirce Code 12 Exceptions to the RFP Assignments made for purposes of financing or factoring or pursuant to changes in the corporate equity structure of Vendor should not be subject to prior approval by the City as these do not affect the provision of services by Vendor. Add the following language: "Notwithstanding, Vendor may assign its rights and obligations hereunder for purposes of financing or pursuant to corporate transactions involving the sale of all or substantially all of its stock or assets." Vendor agrees to the following: City is entitled to receive the Software compiled (object) code and is licensed to use any data code produced through implementation and/or normal operation of the Software; City is not entitled to receive the source code for the Software except pursuant to the following conditions: (i) a receiver, trustee, or similar officer is appointed for the business or property of Licensor; or (ii) Licensor files a petition in bankruptcy, files a petition seeking any reorganization (without confirming in writing to Licensee within ten (10) business days, if requested to do so by Licensee, that it will continue to maintain the Software in accordance with the terms of the License Agreement or any applicable maintenance agreement), makes an arrangement, composition, or similar relief under any law regarding insolvency or relief for debtors, or makes an assignment for the benefit of creditors; or (iii) any involuntary petition or proceeding under bankruptcy or insolvency laws is instituted against Licensor and not stayed, enjoined, or discharged within 60 days; or Licensor takes any corporate action authorizing any of the foregoing; or (vi) Licensor ceases to carry on its business or the part of its business which relates to the Software. Page 11, Section 2.15 Across Vendor's customer base, standard Delete first paragraph. Sof ware Maintenance maintenance is provided only on an annual, Fees pre -paid basis, and commences upon contract execution and run concurrent with the warranties offered by Vendor. (The advantage to the City is a guarantee of ongoing support and maintenance from the implementation through the full term of the agreement,) (There are no advantages or disadvantages to the City as a result of this exception.) Vendor objects to the release of the Software source (object) code should Vendor cease support or breach the Agreement for any reason. Vendor submits copies of source codes to an Escrow Agent upon the release of software updates. Vendor does not include a source code compiler, additional utilities or documentation in escrow deposits. (Although there is no direct advantage to the City as a result of this exception, the exception helps guarantee the security of Vendor's intellectual property.) 0 2015 Accela, Inc. All rights reserved Huntington Beach, CA Land Management Software System & Impleme_` B- 726:-is Item 13. - 491 xB -26- RFP #2015-0319 Page 183 of 197 MAccela Pa,—,e 11, Section 2.16 Vendor is unable to price -hold and guarantee Vendor agrees to discuss in good faith the rate for Additional users and the same price for additional users and additional purchases. In no event will the fees paid Modules modules for the requested two years from by the City be greater than the fee paid by any system acceptance period. other customer of the Vendor for the same type license and/or service. {The advantage to the City is a guarantee that it will not be overchar-ed for additional licenses and modules, but such purchases may be subject to higher prices if purchased well after the effective date of the agreement between Vendor and the City.) Page 21, Section 3.12 The data conversion proposed by Vendor is Revise the 'Note' to read as follows: `Note: The Price Proposal only limited to the level of effort in the City reserves the right to add or delete data to be defined project scope, and additional data converted and subsequently may be subject to conversions will need to be agreed upon on additional costs." an additional costs basis. END OF DOCUMENT V 2015 Accela. Inc. All nghts reserved Huntington Beach, CA Enterprise Land Management Software System & Impleme-`-':-- HB -727- RFP #2015-0319 Page Item 13. - 492 MAccela 13 Sample Vendor Documents We encourage the City to refer to the following sample documents requested in the RFP: ♦ Sample training manual ♦ Sample user guide ♦ Sample functional, technical and support documentation ♦ Sample software license agreement ♦ Sample maintenance and support agreement Due to the excessive length of our User Guide, we have only included an extract of the first 14 pages as a snapshot of the document. We will submit the full 970 page -User Guide in the event that the City desires to read it during our after the evaluation of our proposal. Accela offers role -based user manual for both system administrators and end users. Virtually every aspect of the product including common functionalities, diverse modules, Citizen Access, GIS, installation, configuration and scripting are explained thoroughly in detail by the User Guides. Aside of such resources, we also houses thousands of functional, technical and support documentation on a centralized online portal, Accela Community. Supporting materials are categorized into different document types and functional areas for users to easily locate. In addition, the community supports global search function. A sample post around a specific topic is attached immediately after the User Guide extract. (q: 2015 Accela. Inc. All rights resmed Huntington Beach, CA RFP #2015-0319 Land Management Software System & Impleme_` B- 728:-ss Page 185 of 197 Item 13. - 493 xB -?s- MAccela (This page is intentionally left blank.) Q 2015 Accela, Inc. All rights reseNed xB -729- Item 13. - 494 Configuring User Registration Learning Objectives After you complete this course guide, you will know how to: ■ Explain the purpose of user registration (see page 1) ■ Configure the login features (see page 2) ■ Configure the user registration features (see page 6) ■ Configure the account management features (see page 11) WTo get the most from your learning experience, we recommend that you complete the exercises and review the related information listed at the end of this course guide. Overview When fully configured, user registration allows public users to create an account with your agency through Accela Citizen Access. The public users can then log in to create new records, follow the progress of their existing records, search for information, schedule inspections, and pay their fees. In addition, they can manage the contacts and licensed professionals that are associated with their account. Logged n as Pat Moare iLl Aca sbd@y Support ;. CaMectinrs is7'.. i Reports it D� I Account taanaorrmnt l t.rorsui Home Permits Planning Enforcement Licenses Complaints ............................. [7el.comePat Moore ro I�gaeC wn What would you like to do today? To get started, select one of the services listed below: General Information Permits Lnotac Poaertc Infarma4ini e'lecw har a ptmft t--h fcr a Pnr d� )Edu^etw search Pe"'A Reo�-d➢ Sear¢h for a Licenses 5cfledu-, an Instsec.bp `.eareh for Certi!ed Easineases Starch Loeatrn Planning Enforcement CYasie axe. A•.rciicsfm Searcr Rau.x 5wrM ca.sea Licenses Complaints Eater mar 7s�rURaaoest for Ser,'ice Acpty fof a --!.c 58artdt AQIX{patc?tFs Course Guide I © 2014 Accela, Inc. All rights reserved Item 13. - 495 HB -730- To enable user registration, you need to configure the following features: this click • Logging in • Registration • User accounts Logging In To allow your public users to log in as a registered user, you can configure the following login features: • The Login link and panel on the Welcome Global Web page • The CAPTCHA user identification system • The expiration and lockout times for user passwords To Enable the Login Link & Panel 1. From Accela Automation, open the ACA configuration tools. For instructions, see Overview of Configuring Accela Citizen Access. 2. From the Settings section of the Navigation panel, click Feature Settings. s'y obal Settings fat[re S� . , +Registration Se s orcrAuhed Service Seings i 3. Mark the Login check box. lil 36 ' Frature SeCutgs ma ................................................... Features Featreew Mark the check.. box to actwate the featureIf you want to We the feature him cd;--" users_ clear the check box. if you only ailm iegiatered users to use a feature aller login.. nia& the Force Registraban'Logc.. check box. L-j Registration i] Account Management (] Login *— W 21 General Information 1iElAMS W O Building (y I] Case Management Enforceneent i EV] Licenses Ltil L Pewits Loa iJ Planning �!] Canplamh If you want your public users to solely use ACA as anonymous users, disable the login features by clearing the Login check box. 2 Course Guide I © 2014 Accela, Inc. All rinhts reservicri 1113 -7;t- Item 13. - 496 ministration 4. Click Save. . aSaveEast Viidp dear Cack+e K Public user view: AegaaDYy Suppers I — Ifome Pemtits Planning Entomwneett '.. U-- eomplsints 1 _.. .......................................... .____ .. _. ___. .._..... _...._.. Wekrnme to the citizen P"I :kc am p;aascd m after ds,r titw:ana, bus:na ea, av: v ti— a . re govarnmant I. ergln services wil—, 24 hours a day, 7 Ca a watt';, Lssf ?Ir E mm_ In partnership w n Acres. inc., we a fulfging asr aromas to del:vcr p rful- gr ernrn nt sand providr, va;uabk-rtarnstnrt ahqut thr..--ly while Pa'.�. .d: making your iMera lip wilt uq more eitiC:ert, --tent, and rterattive. Tq.. - - ALL the aami we provide you muss negate, and create a owr aa: ount. You can --- information, gat questions answered and have limead servixs as an rr. We Croat this wW p—k you wit.'. a new, higher level C aervxx dm_ akee laving an: work nd :n our curnn dy a morn anjovack ertperierse. .gem. -mot me-.r. tin .mout.�r What would you like in do todey? 'tc yr; rta^•M. -.can nn. .-.nr serv,rs-s I,sted bNrw: � tl General information Permits :a rnt aw,�:xtrrtnpcana c x-,lute a-. I�spprtf..:, ranch In- a Lk�en fa•'trn 8cwix5�.0 ercT e� Y:tar�v.!l.Gk.pk:::lttAil.g1, aE'£Ytak!Lk'.!tcxl*tn Planning Enforcement .s:2�"�5.:35F Serrcf. !.e Live — To Enable CAPTCHA for Logging In 1. From Accela Automation, open the ACA configuration tools. For instructions, see Overview of Configuring Accela Citizen Access. 2. From the Settings section of the Navigation panel, click Registration Settings. s�ts;nas Global Settinas Feature Settings Registration Aulhotce© 'ice Settings 3 Course Guide I © 2014 Accela, Inc. All rights reserved. Item 13. - 497 HB -732- Accela Citizen Access Administration 3. In the CAPTCHA Settings section, mark the Enable CAPTCHA for Login check box. 4. Click Save. 3 Public user view: Login Jser Name or Emaik: «a tM core Password: Enter the Words bek w 141 Luoiet n I Remember me ..n the =:m uter New UCe(fi: Reeg!sts' tC' a': 4'-Z0J't To Specify Password Expiration and Lockout Times 1. From Accela Automation, open the ACA configuration tools. For instructions, see Overview of Configuring Accela Citizen Access. 2. From the Settings section of the Navigation panel, click Registration Settings. settings ; Giobal Seflmgs.... Feature Sethnigs Regisfrabon Seflangs Authorzed Ovim sethms 4 Course Guide I © 2014 Accela, Inc. All rinht5 rPSPrvPri HB -733- Item 13. - 498 3. In the Password Settings section, mark the check boxes and then fill in the expiration and lockout information. Password Settings Password Expiration Setting: Mark the check boat to specify the IwVW of dine"a Password remains active before B ey.pfres. Password Failed Attempts: Mark the check box and specrty how many failed asem pts are permitted before a password is locked and reytuees resettmg_ . J Password Expires In go _._ Bays Vi Lock Account After s FaRW Alli m ilss In i Hours 4. Click Save. E — - a Exit U, Hdp a-, _71- v E If a user's password expires, or if they manage to lock their account, the administrator will need to re -activate the user account from the Public User portlet in Accela Automation. Public user view: ... _ ACotasailCY Support I Resister fgr an Ac�unt: Regnr':s i t � I Locn l � Home Permits Planning Enforcement Licenses Complaints An errY+r has cccurred. invalid Username, or Pass-o[d. Your account has beev locked. Please contact the Agency for assistance. Welcome to the Citizen Portal We are p eased to offer our citizens, businesses, and visitors access tc government services online, 24 hours a day, 7 days a week. In partnership with Accela. Inc., we are fulfilling our promise to deliver powerful e- government services and provide ve'uable information about the community while making your interactions with us more efficient, convenient, and imeraci:ve. To use ALL the serviceswe provide you must register and create a user ac000nt. You can view information, get questions answered and have limited services as an anonymous user. We trust this wil provide you with a new, higher level of service that makes Irving and working in our community a more erjoyable experience. What would you like to do today? To get started, select one of the services listed below: Login riser Name or.E-mail. 1patm- Password: Item 13. - 499 HB -734- Course Guide I © 2014 Accela, Inc. All rights reserved 5 Accela Citizen Access Administration User Registration To allow your public users to register for a new account, you can configure the following registration features: • The registration links on the Welcome Global Web page • The license requirements for registration ■ The CAPTCHA user identification system To Enable the Registration Links 1. From Accela Automation, open the ACA configuration tools. For instructions, see Overview of Configuring Accela Citizen Access. 2. From the Settings section of the Navigation panel, click Feature Settings. Settings Global settings ,.Feature Settings ��'+� , Registration ss ,r" Authored Service Setiongs 3. Mark the Registration check box. Feature settings - Features Features: Mark the check bax to acfivale time feature If you want to hide fhe feature from ciizen users, clear the checkbox. If you onty allow registered users to use a feature after login, mark the Force RegrstratrorrIogln check box. Registration C Account Management C Login @ C: General Information '.. i.0 AMS ® C Building I.t! C case Management { C Enforcement licenses ii L Permits fit C Planning 26 com iatras �� If you want your public users to solely use ACA as anonymous users, disable account registration by clearing the Registration check box. s Course Guide I © 2014 Accela, Inc. All rinhtS rPSPrvpd HB -735- Item 13. - 500 4. Click Save. fSare. > E^rtt 3s tick Clear Cache Public user view: CJ'Accessitrifty SupWrt, negjster fgr an Ac`auutrt' 2eryr's_t. � v Home Pennies Planning Enforcement Licenses Complaints Welcome to the Citizen Portal We are pleased to offer cur citizens, businesses, ant v stors access to govemment Login '. services online, 24 hours a day, 7 days a week, - User Flame or:£anait '.. ,.. ........................_. _.. ......... '.. !n partnership with A=ela.:na., we are fulfilling our promise to deliver powerful e- ---------- ----- government services and provide valuable infurrnation alxrut the community while Password; making your interamons wi-h us more efficent, convenient, and interactive. ?o use ALL the services we provide you must register and create a user account. You can view mfartnation, get cuestionsanswered and have limited services as an anonymous user. We trust this will provide you with a new, higher level of service he, makes living and working in our r,ommunity a more enjoyable experience. _i Rem—ber me on this computer What would you like to do today? , To get started, _elect one of the services listed below: I New uset tster tat as Assuan{ To Configure the License Requirements for Registration 1. From Accela Automation, open the ACA configuration tools. For instructions, see Overview of Configuring Accela Citizen Access. 2. From the Settings section of the Navigation panel, click Registration Settings. Global Settings u Feature settings ,w Registration eHings Authorized ice Sethngs 3. To require public users to add a license when they register for an account, mark the Require License check box in the Register License section. Register License Require License to Register. Mark the Require License check bnn to require users to enter licenses on account registration Mark the disable Add. License or Disable Remove License check box to disable the Add License of Remove License button for PUNK users. I Require License r] Disable Add License M Disable Remove License 7 Course Guide I © 2014 Accela, Inc. All rights reserved. Item 13. - 501 H13 -736- �� This license setting applies to all of the modules in your system. When enabled, all of the public users must have a license to register for an account. Public user views: Account Registration Step 1: Enter License Information By identifying the professional licenses ,you hold you wdl have access, to additional features in the Citizen Portal, Enter license information below (one at a time) and the Agency will verify your I-- status with the State and the Agency databases. You may add additional 4centies an the neat screen. In certain circumstances even after identifying your li_enve(s) an Agency employee must per:'_rr addiour>al validation. In these caries, your access to certain features of the Citizen Portal may be limited pending approval. ind:tez a required fie'.d. ..__ _. __.�...........__.. ....__.__.__—_ Ucense information 1: License Type: `License Number. : ArdUbR nx�v '.. Confirm Ucense Your search returned the following licemed prpfessionals. tf the information is incorrect, click the "Remove" button and if necessary search again below. if all information is correct choose either "Continue Registration" or "Add to My Licenses" to proceed. License Look -up Results t �xnsr Ana Smith CA Arch,tect Remora CA - A: 00 SMITH ARCHITECTURE Issued: -23 Smith Lane Exprres': San Ramon CA Insured Max: Unitet States Fax: Once you locate the tarred license, click the "Add to My Licenses" button. Ones you have added ail licenses to your lit, click. the 'Continue Registration" button, You will have another chance to review al* your licenses at the end of the registration process. t �•.pi:':: Atldb Nt Lkasaes,x� (I am done adding _.) (I have more licenses.) 4. To prevent users from adding additional licenses to their account, mark the Disable Add License check box. s Course Guide I © 2014 Accela, Inc. All rlrltltS rp.Spivp(t 11B -737- Item 13. - 502 /1� � This setting disables the Add to My Licenses button on the Confirm License page. 5. To prevent users from removing the licenses from their account, mark the Disable Remove License check box. Register License Require License to Register: Mart the Require Li—e Chers it" to require —i to MW kersea On --d myMnibm. Mart the Mssitte Add License or Meat* Remove License check b.s to d,"b* gm Add License or Rernve License b,M— f., P.Mic 'V,, Require Limnse M Disable A*d License rl;4% kZ.)` This setting disables the Remove button on the Confirm, License page. 6. Click Save. Public user view: Confirm License Your search returned the following licensed professionals. if the information is incorrect, click the "Remove" button and if necessary search again below. If all information is correct choose either "Continue Registration" or "Add to My Licenses" to proceed. License Look -up Results License Ana Smith CA Architect CA - A200 SMITH ARCHITECTURE Issued: 123 Smith Lane Expires; San Ramon CA Insured Max; United States Tel: Fax: Once you locate the correct license, click the "Add to My Licenses" button. . .............. . . . . . .. . . .......................... ............................ . . . . ..... ....................... . ... . ... Once you have added all licenses to your list, click the "Continue Registration" button. You will have another chance to review all your licenses at the end of the registration process. 0' am done adding IAnses.) Course Guide I @ 2014 Accela, Inc. All rights reserved. Item 13. - 503 HB -738- To Enable CAPTCHA for Registration 1. From Accela Automation, open the ACA configuration tools. For instructions, see Overview of Configuring Accela Citizen Access. 2. From the Settings section of the Navigation panel, click Registration Settings. Settings .y+Gtoaal Settings +Feature Servings ,4Registrationi gs . Authanzed aJvice Settings 3. In the CAPTCHA Settings section, mark the Enable CAPTCHA for Registration check box. IF CAPTCHA Settings Enable CAPTCHA for Registration: Mark the check box to enable CAPTCHA for registration. Enable CAPTCHA for Login:: Mark. the check box to enable CAPTCHA for login. [J] Enable CAPTCHA Pot Registration Enable CAPTCHA for Login 4. Click Save. ........ .._....- . s� p Sat 4, txb ' QBw fiche ati Public user view: Enter the words below OWN ink; o cupstie inq j 10 Course Guide 10 2014 Accela, Inc. All rinhts rPSarveil Hs -739- Item 13. - 504 Account Management To allow your public users to manage their accounts, you can configure the following account features: ■ Enable the Account Management link on the Welcome Registered Web page • Enable automatic account activation ■ Configure the automatic removal of inactive accounts To Enable the Account Management Link 1. From Accela Automation, open the ACA configuration tools. For instructions, see Overview of Configuring Accela Citizen Access. 2. From the Settings section of the Navigation panel, click Feature Settings. Settings Globat Setimgs...... . Feature Settings Registration Seth4s Authored Serviex Settings 3. Mark the Account Management check box. Features Feawres; Mark the check box to activate the feature. K you wantio trifle the feature from citizen users, clear the check box. ff you only aftow registered users to use a feature after login. mark the Force Registraborutogks check box -1Z RegiskaAon Account Management Login G General Informahon C AMC -! Buildeg C Case Management ifl. C' Enforcement C Licenses L Permits a C Planning Complaints If you want your public users to solely use ACA as anonymous users, disable account management by clearing the Account Management check box. 11 Course Guide I © 2014 Accela, Inc. All rights reserved. Item 13. - 505 xB -740- 4. Click Save. (�Sawe':.. 6aE �gk HdR ^�Ckw Cache :-: Public user view: Logged n es;Pat Moore l Cj Accessibiity Support g Collections +C; ; Re=or Home Permits Planning Enforcement Licenses Complaints Welcome Pat Moore You are no.4- logged in. What would you like to do today? To get started, select one of the services listed below: General Information Permits L-kuc ArDi" for a Pe'. uea -h for a Pr iderF. duca7ian Search PerrA Rta�rds 5",-ch schedule an =rnsxctm Sesfch for certitied &sinessea Search DOCUrtfenl5 bV ireCQ'aChIC Loceitan To Enable Automatic Account Activation WAs a best practice, we recommend that you enable the user accounts to automatically activate. This setting reduces your maintenance time. Otherwise, you will need to manually activate each account using the Public User portlet in Accela Automation. 1. From Accela Automation, open the ACA configuration tools. For instructions, see Overview of Configuring Accela Citizen Access. 2. From the Settings section of the Navigation panel, click Registration Settings. Settings 5 Global Settings � Feature Settings lVRegistration�,$*.,etlings AethouzeC Kice Setlinps 12 Course Guide I © 2014 Accela, Inc. All rights rasarvi=ri xB -741- Item 13. - 506 Accela Citizen Access Administration 3. From the Auto -Activation Settings section, mark the Enable Auto -Activation and Stop Sending Account Verification E-mail check box. Auto, Acilvation Settings Enable Auto -Activation and Stop Senoing Account Verification E-mail: Malik the dieck box lid enable auto activation and stop sendsng the account verifi^.al.cn a -mail. J Enable Auto -Activation and Stop Sending Account Ventication E-inalt !. 4. Click Save. E* *# tub T O— W. <r To Specify the Account Expiration Interval 1. From Accela Automation, open the ACA configuration tools. For instructions, see Overview of Configuring Accela Citizen Access. 2. From the Settings section of the Navigation panel, click Registration Settings. 3. In the Expiration Interval Settings section, mark the Purge Expired Account Interval check box and type the number of days an account must be inactive before a script automatically removes them from the system. Expiration Intesval Settings Set Exrnration Interval: Mark the check bay Ic enable the expiration Orval limclionalily When the t^.ati. m as act waled_ the 3}^stem i umes al t e fr mice uses accnunts after the defined number of days. O Purge E>pired Account Interval tao days III To fully configure this feature, you also need to create an EMSE script to remove the inactive accounts. For more information, see the Accela Citizen Access 7.3.1 Administrator Guide. Course Guide I © 2014 Accela, Inc. All rights reserved. Item 13. - 507 xB -742- 13 Ac 4. Click Save. (�SaveEnt ,r NeIE hear (ache ; Exercises and Questions To reinforce what you have learned, answer the questions and complete the exercises that follow: ❑ Why is user registration important? ❑ Configure all of the login features. ❑ What is CAPTCHA? ❑ Configure all of the user registration features. ❑ Configure all of the account management features. ❑ Explain how automatic account activation reduces the time you spend on managing public user accounts. ❑ Open ACA as a public user. Create a new account, login, and view the account management features. Make any necessary changes to the settings. ................. ............................................................. ........................................................................ � Related Information You can find the following related information on the Accela Community Web site: • Overview of Configuring Accela Citizen Access (Course Guide) ■ Accela Citizen Access 7.3.1 Administrator Guide (Manual) 14 Course Guide I © 2014 Accela, Inc. All rinllis rP.sP.rvf-A HB -743- Item 13. - 508 Accela Automation User Guide © 2014 Accela, Inc. All rights reserved. Accela, the Accela logo, the Accela logo with "Government Software" notation, Accela Automation, Accela Asset Management, Accela Citizen Access, Accela Mobile Citizen Access, Accela ERS, Accela GIS, Accela IVR, Accela Land Management, Accela Licensing, Accela Mobile Office, Accela Public Health and Safety, Accela Service Request, Accela Wireless, Kiva DMS, Kiva Development Management System, 'PERMITS' Plus, SiteSynch, Tidemark Advantage, VelocityHall, Vantage360, and other Accela logos, devices, product names, and service names are trademarks or service marks of Accela, Inc. Brava! Viewer is a trademark of Informative Graphics Corporation. Windows is a registered trademark of Microsoft Corporation. Acrobat is a trademark of Adobe Systems Incorporated. Portions copyright 2009 Ching -Lan 'digdog' Huang and digdog software. All other company names, product names, and designs mentioned herein are held by their respective owners. Version 7.3 FP3 September 2014 Corporate Headquarters 2633 Camino Ramon Suite 500 Bishop Ranch 3 San Ramon, CA 94583 Tel: (888) 722-2352 Fax: (925) 659-3201 www. acce la. com xB -745- Item 13. - 510 3 TABLE OF CONTENTS Preface.....................................................................................................12 Part I Getting Started Chapter 1 Accela Automation Access and Usage.................................................16 Overview......................................................................................................... 16 LoggingIn....................................................................................................... 17 Changing Your Password............................................................................... 18 Setting User Preference.................................................................................. 19 SigningOut.....................................................................................................20 Exploring the User Interface........................................................................... 21 Navigating the Accela Automation Console .................................................... 25 Using the Search Features............................................................................. 31 Understanding QuickQueries.......................................................................... 37 AccessingOnline Help.................................................................................... 45 Chapter 2 TheUser Interface...................................................................................46 Overview......................................................................................................... 46 Preparing Web Browsers for Accela Automation ............................................ 46 SettingYour Home Page................................................................................ 47 Customizing Record Detail Menus ............................ Creating New Items .................................................. UsingAccela GIS...................................................... Viewing Record Details ............................................. Understanding Portlets............................................. Item 13. - 511 HB -746- Accela Automation User Guide 4 Table of Contents Part II Record Management Chapter 3 Records....................................................................................................59 RecordsOverview........................................................................................... 59 Workingwith Records..................................................................................... 60 Working with Associated PERMITS Plus APDs............................................ 114 Examining Record Details............................................................................. 117 Chapter 4 Record Relationships...........................................................................128 Record Relationships Overview.................................................................... 128 Viewing Related Record Information............................................................ 128 Building Relationships between Existing Records ........................................ 132 Cloninga Record.......................................................................................... 138 Updating Related Records........................................................................... 142 Creating a Set of Related Records............................................................... 144 CopyingRecord Data................................................................................... 145 Removing Record Relationships................................................................... 146 Record Copying and Cloning Form Fields .................................................... 147 Part 111 Basic Features Chapter 5 Accounting............................................................................................151 Accounting Overview.................................................................................... 151 AssessingFees............................................................................................. 151 Using the Valuation Calculator...................................................................... 154 Invoicing........................................................................................................ 155 ManagingPayments..................................................................................... 165 HandlingRefunds......................................................................................... 190 Managing Trust Accounts............................................................................. 194 Working with a Cash Drawer Interface......................................................... 202 Working with a Point of Sale Transaction..................................................... 205 Accepting and Allocating Set Payments....................................................... 207 Troubleshooting the Payment Process......................................................... 209 Examining the Accounting Interface Details ................................................. 211 Chapter 6 Activities................................................................................................223 Understanding Activity Details...................................................................... 223 Working with Activities in the My Tasks Portlet............................................. 224 xB -747- Item 13. - 512 Accela Automation User Guide Table of Contents Working with Activities for Records............................................................... 228 Working with Activities for People and Property ........................................... 229 Chapter 7 Attachments..........................................................................................237 Attachment Overview.................................................................................... 237 Working with Attachments............................................................................ 237 Chapter 8 AuditLogs.............................................................................................260 Overview....................................................................................................... 260 AccessingAudit Logs.................................................................................... 260 Filtering Audit Log Data................................................................................ 264 Audit Log Buttons and Filter Options............................................................ 265 Receipt Print Audit.....:.................................................................................. 267 Chapter 9 Calendars...............................................................................................268 Understanding Calendars...............'.............................................................. 268 Working with Inspection Calendars............................................................... 270 Working with Meeting Calendars.............................................................. 293 Working with User Calendars....................................................................... 314 Chapter 10 Contacts and Licensed Professionals................................................317 Overview......................:................................................................................ 317 Working with Contacts.................................................................................. 317 Working with Licensed Professionals........................................................... 348 Workingwith Providers................................................................................. 356 Examining Contact, Professional, and Provider Details ................................ 375 Chapter 11 Electronic Document Review...............................................................386 Electronic Document Review Overview........................................................ 386 Installation and Configuration....................................................................... 386 Electronic Document Review Workflow........................................................ 387 Walkthrough.................................................................................................. 388 Using Electronic Document Review.............................................................. 390 Chapter 12 Enforcement..* .......................................................................................416 Enforcement Overview.................................................................................. 416 Creatinga New Case.................................................................................... 416 ManagingCitations....................................................................................... 418 Managing Evidence for a Case.................................................................... 421 Examining Enforcement (and Related) Details ............................................. 425 5 Item 13. - 513 HB -748- Accela Automation User Guide 6 Table of Contents Chapter 13 Inspections............................................................................................431 Inspection Overview......................................................................................431 Working with Inspections.............................................................................. 431 Working with Checklists and Route Sheets .................................................. 464 Working with Inspection Conditions..............................................................475 Attaching Documents to an Inspection......................................................... 478 Examining Inspection (and Related) Details.................................................478 Chapter 14 + Licenses..................................................................................................483 LicenseOverview.......................................................................................... 483 Searching for a License................................................................................ 483 Managing Renewal Information.................................................................... 484 Managing License Details............................................................................. 488 Paying a License Fee................................................................................... 493 Managing Associated PERMITS Plus APDs................................................ 494 Examining License Details............................................................................ 497 Chapter 15 ModelMaintenance...............................................................................501 Model Maintenance Overview....................................................................... 501 ManagingModels.................................................................:....................... 501 Working with a Model Record....................................................................... 504 ManagingVariations..................................................................................... 506 Examining Model Details.............................................................................. 511 Chapter 16 Property.................................................................................................515 Overview....................................................................................................... 515 ManagingAddresses.................................................................................... 515 ManagingParcels......................................................................................... 526 ManagingOwners......................................................................................... 570 Managing Section, Township, and Range ......................:............................. 577 Examining Property -Related Portlets............................................................ 580 Chapter 17 RandomAudits......................................................................................585 Random Audit Overview........................................:...................................... 585 Working with Random Audit Sets................................................................. 585 Examining Random Audit Details................................................................. 593 Chapter 18 Sets...................................::.................................................................... 596 Overview....................................................................................................... 596 Workingwith Sets......................................................................................... 596 Creating Records from Parcel Sets.............................................................. 614 f HB -749- Item 13. - 514 Accela Automation User Guide Table of Contents 7 Importing Parcels from AGIS to a Parcel Set ................................................ 614 Accepting and Allocating Set Payments....................................................... 615 Generating Reports for Sets......................................................................... 617 Executing a Script for Sets............................................................................ 618 Performing Random Audits on Sets.............................................................. 619 Working with a Set of Sets............................................................................ 619 Examining Set Details................................................................................... 630 Chapter 19 Structures and Establishments ...........................................................638 Structures and Establishments Overview ..................................................... 638 Managing Structure and Establishment Details ............................................ 638 Associating Reference Data to Structures and Establishments .................... 642 Examining Structure and Establishment....................................................... 652 Chapter 20 Time Accounting Tracker.....................................................................656 Time Accounting Overview........................................................................... 656 Searching for Time Accounting Records ...................................................... 657 Creating a Time Accounting Record............................................................. 657 Editing or Deleting a Time Accounting Record ............................................. 659 Examining the Time Accounting Details....................................................... 659 Part IV Asset Management Features Chapter 21 Assets....................................................................................................664 AssetOverview............................................................................................. 664 Workingwith Assets...................................................................................... 665 Examining Asset Details............................................................................... 704 Chapter 22 WorkOrders..........................................................................................711 Work Order Overview ............................................ Managing Work Orders .......................................... Managing Work Order Tasks ................................. Runninga Report ................................................... Cloning a Work Order ............................................ Managing Work Order Assignments and Costs..... Viewing the Work Order Calendar ......................... Managing Work Order Assets ................................ Managing Work Order Parts .................................. Tracking Work Order Production ........................... Examining Work Order Details ............................... Item 13. - 515 xB -750- Accela Automation User Guide Table of Contents 8 Chapter 23 Work Order Cost Distribution..............................................................762 Work Order Cost Distribution Overview........................................................ 762 Navigating to the Distribute Costs Portlet..................................................... 763 DistributingCosts.......................................................................................... 763 Managing Work Order Cost Distribution History ........................................... 768 Chapter 24 Asset Condition Assessments............................................................770 Asset Condition Assessments Overview...................................................... 770 Working with Asset Condition Assessments ................................................. 770 Working with Asset Condition Assessment Ratings ..................................... 778 Working with Asset Condition Assessment Work Orders ............................. 779 Managing Condition Assessment Assignments and Costs ........................... 782 Examining Asset Condition Assessment Details .......................................... 789 Chapter 25 PartInventory........................................................................................793 Part Inventory Overview................................................................................ 793 Working with Part Inventory .......................................................................... 793 Managing Part Contacts............................................................................... 797 Managing Part Transactions......................................................................... 799 Managing Work Order Parts......................................................................... 804 Examining Parts (and Related) Details......................................................... 806 Chapter 26 Preventative Maintenance Schedules.................................................811 Preventative Maintenance Schedule Overview ............................................ 811 Working with PM Schedules......................................................................... 811 Examining PM Schedule Details................................................................... 826 Chapter 27 Addresses.........................................................................:....................830 AddressesOverview..................................................................................... 830 Managing Reference Addresses...................................................... :............ 830 Locating an Address Using Accela GIS........................................................ 833 Managing Associated Work Orders and Assets ........................................... 834 Managing Address Contacts......................................................................... 837 Associating an Address with a Public User ................................................... 838 Viewing PM Schedules for an Address......................................................... 840 Working with External Addresses................................................................. 840 Examining Address Details........................................................................... 841 Part V HB -751- Item 13. - 516 Accela Automation User Guide 9 Table of Contents Common Services Chapter 28 Conditions.............................................................................................845 Condition Overview....................................................................................... 845 ApplyingConditions...................................................................................... 847 Editing or Deleting an Existing Condition...................................................... 849 Viewing an Inactive Condition....................................................................... 849 Viewing a Condition History .......................................................................... 850 Working with Condition Notices.................................................................... 851 Working with Conditions of Approval............................................................ 854 Examining Condition Details......................................................................... 861 Chapter 29 Reports................................................................................................... 865 ReportingOverview...................................................................................... 865 Accessing and Running Reports................................................................... 865 Sending a Report by Email........................................................................... 870 Chapter 30 AdHoc Reporting..................................................................................872 Ad Hoc Reporting Overview.......................................................................... 872 Examining Ad Hoc Report Portlet Details ..................................................... 872 Working with Ad Hoc Reports and Dashboards ............................................ 897 Chapter 31 SmartCharts...........................................................................................936 SmartCharts Overview.................................................................................. 936 Examining SmartCharts................................................................................ 936 Working with SmartCharts............................................................................ 938 Chapter 32 Workflows and Workflow Tasks..........................................................943 Workflow and Tasks Overview...................................................................... 943 Accessing and Viewing Tasks...................................................................... 944 Examining the My Tasks Portlet................................................................... 950 Working with Workflows and Workflow Tasks .............................................. 956 Item 13. - 517 HB -752- 10 LIST OF FIGURES Figure 1: Accela Automation Toolbars............................................................. 26 Figure 2: Inspection Result Comment with Spell Checker ............................... 30 Figure3: List Portlet......................................................................................... 51 Figure 4: Form Portlet...................................................................................... 57 Figure 5: Contact Section Validate Button ....................................................... 76 Figure 6: Related Reference Grouped by Parcel ............................................. 80 Figure 7: Related Reference Grouped by Owner ............................................. 80 Figure 8: ASI Table Data Search Results Indicated with Yellow Highlight ....... 90 Figure 9: Add Row and Delete Selected links at the Bottom of the ASITable List.................................................................................. 92 Figure 10: Tree View of Related Records ...................................................... 130 Figure 11: List View of Related Records........................................................ 131 Figure 12: Hotkey Display Order Number for Barcode Search Fields ........... 180 Figure 13: Fee Allocation Screen................................................................... 188 Figure 14: Display Image on the Record Detail Page .................................... 251 Figure 15: Documents Tab............................................................................. 286 Figure 16: Modified Microsoft Outlook Meeting Notification ........................... 312 Figure 17: Contact Relationship Example ...................................................... 341 Figure 18: Examination Calendar................................................................... 371 Figure 19: Condition Status Bar..................................................................... 476 Figure 20: Parcel Conditions Tab................................................................... 535 Figure 21: Parcel Document Tab................................................................... 540 Figure 22: Parcel District Tab......................................................................... 543 Figure 23: Parcel Address Tab...................................................................... 546 Figure 24: Parcel Owner Tab......................................................................... 546 Figure 25: Parcel Structures & Establishments Tab ...................................... 546 Figure 26: Parcel Activity Tab........................................................................ 552 Figure 27: Associated Public User Tab .......................................................... 552 Figure 28: Associated Trust Accounts Tab .................................................... 554 Figure 29: Parcel Genealogy Transactions.................................................... 557 xB -753- Item 13. - 518 Accela Automation User Guide List of Figures Figure 30: Genealogy Summary .................................................................... 568 Figure 31: Asset List and Detail Portlet.......................................................... 667 Figure 32: Sample Asset Calendar................................................................ 702 Figure 33: Work Order List and Detail Portlets.............................................. 718 Figure 34: Condition Column in List Portlet.................................................... 846 Figure 35: Inactive Condition......................................................................... 850 Figure 36: Condition Notice on a Record ....................................................... 851 Figure 37: Example of Crystal Reports IX Parameter Prompt Pop-up ........... 870 Figure38: Gauge Panel................................................................................. 891 Figure 39: Gauge Type Radial 1.................................................................... 892 Figure 40: Gauge Type Radial 2.................................................................... 892 Figure 41: Linear Gauge................................................................................ 892 Figure 42: Trend Chart Example.................................................................... 917 Figure 43: Pie Chart Example........................................................................ 919 Figure 44: Plot Chart Example....................................................................... 920 Figure 45: Bar Chart Example........................................................................ 921 Figure 46: Funnel Chart Example.................................................................. 922 Figure 47: Tasks in Workflow Portlet............................................................. 962 a 11 Item 13. - 519 HB -754- 12 PREFACE Overview This guide provides you with detailed, step-by-step instructions for performing tasks in Accela Automation solutions, as well as personalizing the user interface to meet your individual needs. Note: To leam more about additional documentation resources available for your use, see Related Publications on page 13. Accela Automation helps an agency's internal staff manage large amounts of information and numerous tasks. For example, Accela Automation can manage various workflow processes and supporting information. You can use it to create forms, track activities, support cashiering functionality, and manage services for an entire jurisdiction. Revision History This revision history summarizes changes made during each release of this document for all versions of Accela Automation. Table 1: Revision History June 2014 Initial release for 7.3 FP2 Disclaimer Your environment might look and function differently than the environment described in this guide. The feature set, portlet names, toolbar options, and the display settings described in this guide reflect default settings delivered with most new installations. The settings on your system can be different from these defaults depending on the implementation package for your agency, your user permissions, and the way that your system administrator sets up your system. Your system administrator can customize forms, drop -down lists, and any field labels throughout Accela Automation. Further, if your agency has installed any Accela add -on products, you might work with features or entire screens not explained in this guide. For information and instructions on how to use these additional features, see the documentation that came with the Accela add - on product. HB -755- Item 13. - 520 Accela Automation User Guide 13 Preface Getting Help As a starting point for all technical assistance, go to the Accela Customer Resource Center (CRC) website at www.accela.com/services/support-login. At this site you can search the knowledge base to find answers to commonly asked questions about our products and register at the Accela Forum to join in an information exchange with other Accela users. If you still have questions after visiting the Accela CRC site, or if you encounter any problems as you use the product, contact your system administrator. If you determine that you need professional technical assistance, have your agency's designated contact call the CRC at (888) 7-ACCELA, ext. 5 or (888) 722-2352 ext. 5. The Accela CRC is available Monday through Friday from 4:00 AM to 6:00 PM Pacific Daylight/Standard Time. Before you call please have this information available for the CRC representative: ■ The Accela product name and the version number ■ Steps to reproduce the issue, including any error message or error number ■ Screenshots, if possible ■ Whether the problem is specific to a machine or to a user ■ Exactly when the problem began ■ Anything that changed on your computer or network (for example, was new software loaded?) ■ A copy of your configuration file, if appropriate Related Publications Accela provides users and agency administrators with a a comprehensive set of documentation. ■ Accela Automation Release Notes. This document lists and describes new features for the current release of Accela Automation and add -on products. The Accela Automation Release Notes document also provides other types of information, such as information about known bugs, fixed bugs, supported environments, and documentation corrections/ clarifications. You can also find a listing of add -on products that work with Accela Automation and the documentation sets associated with those products. ■ Accela Automation Installation Guide. This document provides instructions to install Accela Automation, to upgrade Accela Automation from an earlier version, and to perform post installation configuration tasks, such as browser configuration and printer setup. ■ Accela Automation Administrator Guide. This document instructs agency administrators on how to set up and manage all the basic features of the Accela Automation application. ■ Accela Automation Configuration Reference. This document provides detailed reference data for Standard Choices and Function Identifications (FIDs). ■ Accela Automation On -premise Administrator Supplement. This document describes supplemental administrative tasks for agencies that manage their own deployments. If you use an Accela-hosted environment, you do not need to use this guide. Item 13. - 521 HB -756- Accela Automation User Guide C 14 Preface ■ Accela Automation Migration Guide. This document provides instructions for migrating an Accela Automation deployment from one environment to another. The document also provides instructions to perform both complete and incremental migrations. ■ Accela Automation Scripting Guide. This document provides information about implementing the Accela Automation scripting tool. ■ Accela Automation Concepts Guide. This document provides a high level overview of the main Accela Automation concepts. ■ Accela Automation Internationalization Installation and Administrator Guide: This guide explains how to configure the administrative functions in Accela Automation and Accela Citizen Access to facilitate internationalization and localization. ■ Accela Automation Accessibility Configuration and Compliance Guide: This guide provides configuration and usage instructions for accessibility features implemented in Accela Automation and Accela Citizen Access. ■ Accela Automation Documentation Customization Guide: This guide provides instructions to modify and publish product documentation that matches the functionality configured for your organization. The procedures involve using the same authoring and publishing tools (Adobe Technical Communications Suite) used by Accela's technical publications team. Other document resources Online Help -- You can access online help for Accela Automation and various add -on products by clicking the Help button that is available throughout our products and solutions. Documentation Feedback The Accela technical publications team wants to provide you with the most accurate and useful documentation possible. We welcome your feedback in helping us improve future versions of this guide. If you have feedback and want to assist in improving the documentation, please send an email message to documentation@accela.com. Please include the product name and the version number, the title of the printed manual or online help, the specific topic (copy/paste the section you are referring to), and a detailed description of your suggestion. HB -757- Item 13. - 522 MAccela 11MiM Cge(1snlin i tY C'9 9..AMK A"Wr.s HELP L T—rQ#s. ?AiES 1•EA[ tif.— 111-?i w'. Alt ARnOA TM5 • CaiEGi1R! . YAU'CA1f3AN S1ATir6' FlarCTq+ ` ! > ' Y .Sa`.ay: NYaif.&ii'.' CFTE � FU L, P. �. 1�12Y" h ,..4 �, dw-iY 't F •�G ib"f.l';t'� - - - !r' Gvrsfi�seaUpn RthYenct =eaf M vugeraaeae GianrM M a?;ach Y. h— In feW Wt u9e CWW ACtK4f Ia M43Wd _ '.W. atA> an WM b i'pnd.+tusi� aerveew ca+ be ovivGd tar is C4, Acaas bafa7 an an ad*m Dew, UsImm Docuftmahm +% KtI—W40E krd4l i- �Ra JAdgfiMilS>xr' II14v. 4 V :FELreI4f4CF iR.:�:r:Y52 •v:., .• 4 UW (ASP) iiQi9' M Tftistl:iURId SWrWgR KEGSnCrA S3£:'1t RP4•P.'Re Cd'in+�: U ifta t4 a ctaeard surR+Rrg Repo n cayrmrw naudaa rwric aaeumeM R,rxar C�tE. •r�roamw. Imsl+eawna, Fees and Cabana T—nanq - Prrkem*V Pwk TrW4* vm Accela Community Help & Training Page View -;cru=W a resee wrtr the uS?s via expresso ' �...'��.•. � aaa<w aaaaa.�x�a cm x .a.e � saxr� r aeara.a � aaP �.x .s v ex u•_ a aaaµ•••x+a:+. T.e eaadw 4.e+ SIayP�++.tAa+ Technical Support Post Sample �, 2015 Accela, Inc. All nghts reserved Huntington Beach, CA RFP #2015-0319 Land Management Software System & Impleme-` B- 7 - ;-�:s Page 186 of 197 Item 13. - 523 xB -�g- LICENSE AGREEMENT 1. Parties ACCELA CUSTOMER Accela, Inc. 2633 Camino Ramon, Suite 500 Bishop Ranch 3 San Ramon, California 94583 Attention: Contracts Administration Attention: T: 925.659.3200 T: F: 925.407.2722 F: e-Mail: contractsadmin@accela.com e-Mail: This License Agreement ("LA") is intended for the exclusive benefit of the Parties; nothing herein will be construed to create any benefits, rights, or responsibilities in any other parties. Term and Termination 2.1 Term Provided that Customer signs and returns this LA to Accela no later than , 201_, this LA is effective as of the date of Customer's signature ("Effective Date") and will continue until terminated as provided herein. 2.2 Termination Either party may terminate if the other party materially breaches this LA and, after receiving a written notice describing the circumstances of the default, fails to correct the breach within thirty (30) calendar days. Upon any termination or expiration of this LA, all rights granted to Customer are cancelled and revert to Accela. 3. Intellectual Property License 3.1 License The software products ("Software") listed in Exhibit A are protected under the laws of the United States and the individual states and by international treaty provisions. Accela retains full ownership in the Software and grants to Customer a limited, nonexclusive, nontransferable license to use the Software, subject to the following terms and conditions: 3.1.1 The Software is provided for use only by Customer employees. 3.1.2 The Software will be delivered or made available to Customer for electronic download from Accela's File Transfer Protocol ("FTP") site. 3.1.3 The Software may be installed on one or more computers but may not be used by more than the number of users for which the Customer has named user licenses. The Software is deemed to be in use when it is loaded into memory in a computer, regardless of whether a user is actively working with the Software. Accela may audit Customer's use of the Software to ensure that Customer has paid for an appropriate number of licenses. Should the results of any such audit indicate that Customer's use of the Software exceeds its licensed allowance, Customer agrees to pay all costs of its overuse as determined using Accela's then -current pricing; any such assessed costs will be due and payable by Customer upon assessment. Customer agrees that Accela's assessment of overuse costs pursuant to this Subsection is not a waiver by Accela of any other remedies available to Accela in law and equity for Customer's unlicensed use of the Software. License Agreement (LA), Version 06122009 Paae 1 of 6 11B -759- Item 13. - 524 3.1.4 Customer may make backup copies of the Software only to protect against destruction of the Software. Customer may copy Accela's documentation only for internal use by Customer's employees. 3.1.5 Customer may not make any form of derivative work from the Software, although Customer is permitted to develop additional or alternative functionality for the Software using tools and/or techniques licensed to Customer by Accela. 3.1.6 Customer may not obscure, alter, or remove any confidentiality or proprietary rights notices. 3.1.7 Customer is liable to Accela for any losses incurred as the result of unauthorized reproduction or distribution of the Software which occur while the Software is in Customer's possession or control. 3.1.8 Customer may use the Software only to process transactions relating to properties within both its own geographical and political boundaries and may not sell, rent, assign, sublicense, lend, or share any of its rights under this LA. 3.1.9 Customer is entitled to receive the Software compiled (object) code and is licensed to use any data code produced through implementation and/or normal operation of the Software; Customer is not entitled to receive source code for the Software except pursuant to an Intellectual Property Escrow Agreement, which may be executed separately by the Parties. Customer may not decompile or reverse -engineer the Software. 3.1.10 All rights not expressly granted to Customer are retained by Accela. 3.2 License Warranties 3.2.1 Accela warrants that it has full power and authority to grant this license and that, as of the effective date of this LA, the Software does not infringe on any existing intellectual property rights of any third party. If a third party claims that the Software does infringe, Accela may, at its sole option, secure for Customer the right to continue using the Software or modify the Software so that it does not infringe. Accela will have the sole right to conduct the defense of any legal action and all negotiations for its settlement or compromise. 3.2.2 Accela has no obligation for any claim based upon a modified version of the Software or the combination or operation of the Software with any product, data, or apparatus not provided by Accela. Accela provides no warranty whatsoever for any third -party hardware or software products. 3.2.3 Except as expressly set forth herein, Accela disclaims any and all express and implied warranties, including but not necessarily limited to warranties of merchantability and fitness for a particular purpose. 3.3 Compensation 3.3.1 License Fees In exchange for the Software described hereinabove, Customer will pay to Accela the amounts indicated in Exhibit A. 3.3.2 Payment Terms Amounts are quoted in United States dollars and do not include applicable taxes, if any. Customer will be responsible for payment of all federal, state or provincial, and License Aareement (LA), Version 06122009 Page 2 of 6 Item 13. - 525 HB -760- local taxes and duties, except those based on Accela's income. If Customer is exempt from certain taxes, Customer will provide Accela with an appropriate certificate of exemption. Customer will be invoiced for all amounts upon occurrence of the billing events described in Exhibit A. The payment terms of all invoices are net thirty (30) calendar days from the dates of the invoices. Accela may, at its sole discretion, suspend its obligations hereunder without penalty until payments for all past -due billings have been paid in full by Customer. 4. Confidentiality 4.1 Definitions "Disclosing Party" and "Recipient" refer respectively to the party which discloses information and the party to which information is disclosed in a given exchange. Either Accela or Customer may be deemed Disclosing Party or Recipient depending on the circumstances of a particular communication or transfer of information. "Confidential Information" means all disclosed information relating in whole or in part to non-public data, proprietary data compilations, computer source codes, compiled or object codes, scripted programming statements, byte codes, or data codes, entity -relation or workflow diagrams, financial records or information, client records or information, organizational or personnel information, business plans, or works -in -progress, even where such works, when completed, would not necessarily comprise Confidential Information. The foregoing listing is not intended by the Parties to be comprehensive, and any information which Disclosing Party marks or otherwise designates as "Confidential" or "Proprietary' will be deemed and treated as Confidential Information. Information which qualifies as "Confidential Information" may be presented to Recipient in oral, written, graphic, and/or machine-readable formats. Regardless of presentation format, such information will be deemed and treated as Confidential Information. Notwithstanding, the following specific classes of information are not "Confidential Information" within the meaning of this Section: a) information which is in Recipient's possession prior to disclosure by Disclosing Party; b) information which is available to Recipient from a third party without violation of this LA or Disclosing Party's intellectual property rights; c) information disclosed pursuant to Subsection 4.4 below; d) information which is in the public domain at the time of disclosure by Disclosing Party, or which enters the public domain from a source other than Recipient after disclosure by Disclosing Party; e) information which is subpoenaed by governmental or judicial authority; and f) information subject to disclosure pursuant to a state's public records laws. 4.2 Confidentiality Term The obligations described in this Section commence on the Effective Date and will continue until two (2) years following any termination or expiration of this LA ("Confidentiality Term"). 4.3 Confidentiality Obligations During the Confidentiality Term, Recipient will protect the confidentiality of Confidential Information using the same degree of care that it uses to protect its own information of similar importance, but will in any case use no less than a reasonable degree of care to protect Confidential Information. Recipient will not directly or indirectly disclose Confidential Information or any part thereof to any third party without Disclosing Party's advance express written authorization to do so. Recipient may disclose Confidential Information only to its employees or agents under its control and direction in the normal course of its business and only on a need -to -know basis. In responding to a request for Confidential Information, Recipient will cooperate with Disclosing Party, in a timely fashion and in a manner not inconsistent with applicable laws, to protect the Confidential Information to the fullest extent possible. 4.4 Publicity During the term of this LA, including the term of any amendment hereto, Accela may publicly disclose its ongoing business relationship with Customer. Such disclosures may indicate Customer's identity and the Accela product(s) and services provided or contracted to be provided to Customer. License Agreement (LA), Version 06122009 Paae 3 of 6 HB -761- Item 13. - 526 These disclosures may include press releases or other communications to media, display on Accela web sites, or use in other marketing activities, but will not include non-public information or indicate Customer's express endorsement of Accela's products or services without Customer's prior written authorization. 5. Other Terms and Conditions 5.1 Dispute Resolution This LA is governed by the laws of the State of California. Any controversy or claim arising out of or relating to this LA, or the breach thereof, will be settled by arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, including the Emergency Interim Relief Procedures, and judgment on the award rendered by the arbitrator may be entered in any court having jurisdiction thereof. The place of arbitration will be Santa Clara County, California. Either party may apply to the arbitrator for injunctive relief until the arbitration award is rendered or the controversy is otherwise resolved. Either party also may, without waiving any remedy under this LA, seek from any court having jurisdiction any interim or provisional relief that is necessary to protect the rights or property of that party, pending the arbitrator's determination of the merits of the controversy. Each party will initially bear its own expenses and an equal share of the costs of the arbitration, but the prevailing party may be awarded its expenses, reasonable attorneys' fees, and costs. The failure of either party to object to a breach of this LA will not prevent that party from thereafter objecting to that breach or any other breach of this LA. 5.2 Removal and Destruction of Software Within ten (10) business days following termination of this LA by either Party, Customer will remove all copies of the Software from those computer systems which it owns or controls and will destroy all media which contain copies of the Software or portions thereof. Customer will certify said removal and destruction to Accela within fifteen (15) business days following termination of this LA. 5.3 Assignment Accela may assign its rights and obligations hereunder for purposes of financing or pursuant to corporate transactions involving the sale of all or substantially all of its stock or assets. 5.4 Survival The following provisions will survive the termination or expiration of this LA: Section 3.3 and all subsections thereof, as to Customer's obligation to pay any fees accrued or due at the time of termination or expiration; Section 4 and all subsections thereof; and Section 5, and all subsections thereof. 5.5 Alternate Terms Disclaimed The parties expressly disclaim any alternate terms and conditions accompanying drafts and/or purchase orders issued by Customer. License Aareement (LA), Version 06122009 Page 4 of 6 Item 13. - 527 1 1>3 - 762- 5.6 Severability and Amendment If any particular provision of this LA is determined to be invalid or unenforceable, that determination will not affect the other provisions of this LA, which will be construed in all respects as if the invalid or unenforceable provision were omitted. No extension, modification, or amendment of this LA will be effective unless it is described in writing and signed by the Parties. ACCELA By: (Signature) (Print Name) Its (Title) Dated: (Month, Day, Year) Exhibit Follows. CUSTOMER By: (Signature) (Print Name) _ Its (Title) Dated: (Month, Day, Year) END OF DOCUMENT License Agreement (LA), Version 06122009 Pace 5 of 6 HB -763- Item 13. - 528 EXHIBIT A Deliverables I Quantity I Fees Total of Fees License Fees are fixed -price deliverables for which full payment is due upon signing. END OF DOCUMENT License Aareement (LA), Version 06122009 Page 6 of 6 Item 13. - 529 HB -764- MAINTENANCE AGREEMENT 1. Parties ACCELA Accela, Inc. 2633 Camino Ramon, Suite 500 Bishop Ranch 3 San Ramon, California 94583 Attention: Contracts Administration T: 925.659.3200 F: 925.407.2722 e-Mail: contractsadmin@accela.com CUSTOMER Attention: T: F: e-Mail: This Maintenance Agreement ("MA") is intended for the exclusive benefit of the Parties; nothing herein will be construed to create any benefits, rights, or responsibilities in any other parties. Term and Termination 2.1 Term Provided that Customer signs and returns this MA to Accela no later than , 201_, this MA is effective as of the date of Customer's signature and will continue for a period of ( ) years. Customer may elect to continue its maintenance coverage for additional annual terms by paying to Accela the fees associated with such terms when these are due; said fees will not increase by more than ten percent (10%) from the maintenance fees for the preceding term. Should Customer fail to renew its maintenance coverage or pay the applicable fees, Accela reserves the right to withhold all support. If Customer resumes maintenance coverage after one or more periods without such coverage, Customer will pay an amount equivalent to one hundred ten percent (110%) of all maintenance fees attributable to the period(s) without coverage, as such fees are calculated based upon pricing in effect at the time of resumption of maintenance coverage. 2.2 Termination Either party may terminate if the other party materially breaches this MA and, after receiving a written notice describing the circumstances of the default, fails to correct the breach within thirty (30) calendar days. Upon any termination or expiration of this MA, all rights granted to Customer are cancelled and revert to Accela. 3. Scope of Maintenance 3.1 Maintenance Services 3.1.1 Telephone Support Accela will provide Customer with a telephone number to contact Accela Customer Support, Accela's live technical support facility, which is available from 4:00 a.m. until 6:00 p.m. Pacific time Monday through Friday, excluding Accela's observed holidays. 3.1.2 E-Mail Support Accela will provide Customer with one or more electronic mail addresses to which Customer may submit routine or non -critical support requests, which Accela will address during its regular business hours. 3.1.3 Online Support Accela will provide Customer with access to archived software updates and other technical information in Accela's online support databases, which are continuously available. Maintenance Agreement (MA), Version 11062014 Paoe 1 of 6 HB -765- Item 13. - 530 3.1.4 Remote Support When required to properly resolve a maintenance request, Accela will provide remote assistance to Customer via a web conferencing environment or another mutually - acceptable remote communications method. 3.1.5 On -Site Support If Customer does not wish for Accela to resolve its maintenance requests remotely, Accela will provide on -site assistance to Customer at Accela's then -current time -and - materials rates. In addition to these charges, Customer will compensate Accela for associated airfare, lodging, rental transportation, meals, and other incidental expenses as such expenses accrue. 3.1.6 Software Updates Accela will provide revisions of and enhancements to maintained software products to Customer as such updates are generally -released by Accela. Software updates will be delivered or made available to Customer for electronic download from Accela's File Transfer Protocol ("FTP") site. 3.2 Maintenance Limitations 3.2.1 Limitations Generally The following are not covered by this MA, but may be separately available at rates and on terms which may vary from those described herein: a) Services required due to misuse of the Accela-maintained software products; b) Services required due to software corrections, customizations, or modifications not developed or authorized by Accela; c) Services required by Customer to be performed by Accela outside of Accela's usual working hours; d) Services required due to external factors including, but not necessarily limited to, Customer's use of software or hardware not authorized by Accela; e) Services required due to the operation of interfaces between the Accela-maintained software products and other software products or systems, even where such interfaces were provided or implemented by Accela; f) Services required to resolve or work -around conditions which cannot be reproduced in Accela's support environment; g) Services which relate to tasks other than maintenance of Customer's existing implementation and configuration of the Accela-maintained software products including, but not necessarily limited to, enhancing or adapting such products for specific operating environments; h) Services requested by Customer to implement software updates provided by Accela pursuant to this MA; and i) New or additional applications, modules, or functionality released by Accela during the term of this MA. 3.2.2 Legacy Releases Accela will provide maintenance support for the current release of each of its maintained software applications and for the release immediately preceding such current release. All other releases are deemed to be "Legacy Releases". Accela will respond to maintenance requests concerning Legacy Releases only using currently -available information. Services requiring additional research, engineering -level support, or coding or programming by Accela will not be provided pursuant to this MA, but may be separately available at rates and on terms which may vary from those described herein. 3.3 Warranty Accela will commence and complete the maintenance obligations described in this MA in a good and workmanlike manner, consistent with the practices and standards of care generally -accepted within and expected of Accela's industry, to ensure that the operation of the maintained software products Maintenance Agreement (MA), Version 11062014 Page 2 of 6 Item 13. - 531 HB -766- does not materially differ from documented specifications. Accela may make repeated efforts within a reasonable time period to resolve maintenance requests. When a maintenance request cannot be resolved, Customer's exclusive remedy will be damages in an amount equal to the total of maintenance fees paid to Accela for the defective or non -conforming software products for the twelve (12) calendar months immediately preceding Customer's maintenance request. 3.4 Compensation 3.4.1 Maintenance Fees In exchange for the Maintenance Services described hereinabove, Customer will pay to Accela the amounts indicated in Exhibit A. 3.4.2 Payment Terms Amounts are quoted in United States dollars and do not include applicable taxes, if any. Customer will be responsible for payment of all federal, state or provincial, and local taxes and duties, except those based on Accela's income. If Customer is exempt from certain taxes, Customer will provide Accela with an appropriate certificate of exemption. Customer will be invoiced for all amounts upon occurrence of the billing events described in Exhibit A. The payment terms of all invoices are net thirty (30) calendar days from the dates of the invoices. Accela may, at its sole discretion, suspend its obligations hereunder without penalty until payments for all past -due billings have been paid in full by Customer. 4. Confidentiality 4.1 Definitions "Disclosing Party" and "Recipient" refer respectively to the party which discloses information and the party to which information is disclosed in a given exchange. Either Accela or Customer may be deemed Disclosing Party or Recipient depending on the circumstances of a particular communication or transfer of information. "Confidential Information" means all disclosed information relating in whole or in part to non-public data, proprietary data compilations, computer source codes, compiled or object codes, scripted programming statements, byte codes, or data codes, entity -relation or workflow diagrams, financial records or information, client records or information, organizational or personnel information, business plans, or works -in -progress, even where such works, when completed, would not necessarily comprise Confidential Information. The foregoing listing is not intended by the Parties to be comprehensive, and any information which Disclosing Party marks or otherwise designates as "Confidential" or "Proprietary" will be deemed and treated as Confidential Information. Information which qualifies as "Confidential Information" may be presented to Recipient in oral, written, graphic, and/or machine-readable formats. Regardless of presentation format, such information will be deemed and treated as Confidential Information. Notwithstanding, the following specific classes of information are not "Confidential Information" within the meaning of this Section: a) information which is in Recipient's possession prior to disclosure by Disclosing Party; b) information which is available to Recipient from a third party without violation of this MA or Disclosing Party's intellectual property rights; c) information disclosed pursuant to Subsection 4.4 below; d) information which is in the public domain at the time of disclosure by Disclosing Party, or which enters the public domain from a source other than Recipient after disclosure by Disclosing Party; e) information which is subpoenaed by governmental or judicial authority; and f) information subject to disclosure pursuant to a state's public records laws. 4.2 Confidentiality Term The obligations described in this Section commence on the Effective Date and will continue until two (2) years following any termination or expiration of this MA ("Confidentiality Term"). 4.3 Confidentiality Obligations During the Confidentiality Term, Recipient will protect the confidentiality of Confidential Information using the same degree of care that it uses to protect its own information of similar Maintenance Agreement (MA), Version 11062014 Paae 3 of 6 HB -767- Item 13. - 532 importance, but will in any case use no less than a reasonable degree of care to protect Confidential Information. Recipient will not directly or indirectly disclose Confidential Information or any part thereof to any third party without Disclosing Party's advance express written authorization to do so. Recipient may disclose Confidential Information only to its employees or agents under its control and direction in the normal course of its business and only on a need -to -know basis. In responding to a request for Confidential Information, Recipient will cooperate with Disclosing Party, in a timely fashion and in a manner not inconsistent with applicable laws, to protect the Confidential Information to the fullest extent possible. 4.4 Publicity During the term of this MA, including the term of any amendment hereto, Accela may publicly disclose its ongoing business relationship with Customer. Such disclosures may indicate Customer's identity and the Accela product(s) and services provided or contracted to be provided to Customer. These disclosures may include press releases or other communications to media, display on Accela web sites, or use in other marketing activities, but will not include non-public information or indicate Customer's express endorsement of Accela's products or services without Customer's prior written authorization. 5. Other Terms and Conditions 5.1 Customer Obligations As required, Customer will provide Accela with appropriate access to Customer's facilities, data systems, and other resources. If security restrictions impair such access, Customer acknowledges that some maintenance services hereunder may not be provided to Customer. It is Customer's sole responsibility to maintain current backup copies of its data and of its implementation of Accela's software products. If Customer's failure to create proper backups substantially increases the difficulties of any remedial actions by Accela hereunder, Accela reserves the right to charge Customer for any extra work reasonably -attributable to such increased difficulty, as calculated at Accela's then - current time -and -materials rates. 5.2 Proprietary Rights The remedial methods, software updates, and product information provided to Customer pursuant to this MA are protected under the laws of the United States and the individual states and by international treaty provisions. Accela retains full ownership in such items and grants to Customer a limited, nonexclusive, nontransferable license to use the items, subject to the terms and conditions of this MA and other agreements between Accela and Customer. 5.3 Limitation of Liability Accela provides no warranty whatsoever for any third -party hardware or software products. Third -party applications which utilize or rely upon the application services may be adversely affected by remedial or other actions performed pursuant to this MA; Accela bears no liability for and has no obligation to remedy such effects. Except as set forth herein, Accela provides all Maintenance Services "as is" without express or implied warranty of any kind regarding the character, function, capabilities, or appropriateness of such services or deliverables. To the extent not offset by its insurance coverage and to the maximum extent permitted by applicable laws, in no event will Accela's cumulative liability for any general, incidental, special, compensatory, or punitive damages whatsoever suffered by Customer or any other person or entity exceed the fees paid to Accela by Customer during the twelve (12) calendar months immediately preceding the circumstances which give rise to such claim(s) of liability, even if Accela or its agents have been advised of the possibility of such damages. 5.4 Force Maieure If either party is delayed in its performance of any obligation under this MA due to causes or effects beyond its control, that party will give timely notice to the other party and will act in good faith to resume performance as soon as practicable. 5.5 Dispute Resolution This MA is governed by the laws of the State of California. Any controversy or claim arising out of or relating to this MA, or the breach thereof, will be settled by arbitration administered by Maintenance Agreement (MA), Version 11062014 Page 4 of 6 Item 13. - 533 HB -768- the American Arbitration Association under its Commercial Arbitration Rules, including the Emergency Interim Relief Procedures, and judgment on the award rendered by the arbitrator may be entered in any court having jurisdiction thereof. The place of arbitration will be Santa Clara County, California. Either party may apply to the arbitrator for injunctive relief until the arbitration award is rendered or the controversy is otherwise resolved. Either party also may, without waiving any remedy under this MA, seek from any court having jurisdiction any interim or provisional relief that is necessary to protect the rights or property of that party, pending the arbitrator's determination of the merits of the controversy. Each party will initially bear its own expenses and an equal share of the costs of the arbitration, but the prevailing party may be awarded its expenses, reasonable attorneys' fees, and costs. The failure of either party to object to a breach of this MA will not prevent that party from thereafter objecting to that breach or any other breach of this MA. 5.6 Assignment Accela may assign its rights and obligations hereunder for purposes of financing or pursuant to corporate transactions involving the sale of all or substantially all of its stock or assets. Accela may subcontract with qualified third parties to provide portions of the Maintenance Services described hereinabove. 5.7 Survival The following provisions will survive the termination or expiration of this MA: Section 2.1, as to Customer's obligation to pay any fees associated with a lapse in maintenance coverage upon resumption of such coverage; Section 3.3, as to limitation of remedy; Section 3.4 and all subsections thereof, as to Customer's obligation to pay any fees accrued or due at the time of termination or expiration; Section 4 and all subsections thereof; and Section 5 and all subsections thereof with the exceptions of Subsections 5.1 and 5.4. 5.8 Alternate Terms Disclaimed The parties expressly disclaim any alternate terms and conditions accompanying drafts and/or purchase orders issued by Customer. 5.9 Severability and Amendment If any particular provision of this MA is determined to be invalid or unenforceable, that determination will not affect the other provisions of this MA, which will be construed in all respects as if the invalid or unenforceable provision were omitted. No extension, modification, or amendment of this MA will be effective unless it is described in writing and signed by the Parties. ACCELA By: (Signature) CUSTOMER By: (Signature) (Print Name) (Print Name) Its Its _ (Title) (Title) Dated: (Month, Day, Year) Exhibit Follows. Dated: (Month, Day, Year) END OF DOCUMENT Maintenance Agreement (MA), Version 11062014 Pace 5 of 6 HB -769- Item 13. - 534 MAcceta 14 Other Supporting Documents The last part of our proposal house other documents either required by the City or mentioned in the previous sections in our response: Most recent audited financial report requested under 3.1, b Leading by Example — Build Better Communities by Automating Permitting Inspections Case studies in support of our response to 3.2, d Product description of Accela Legislative Management and Right of Way Management Q 2015 Accela, Inc, All rights reserved Huntington Beach, CA RFP #2015-0319 Land Management Software System & Impleme- B- 770: 3s Page 187 of 197 Item 13. - 535 x6 -�o- M Acce [a (This page is intentionally left blank.) ® 2015 Accela, Inc. All rights reserved HB -771- Item 13. - 536 AN ALM 'IPA & fill. . . .... ... *L Government Agencies Build Better Communities One Building at a Time By Automating Planning and Zoning, Permitting and Inspections, and Code Enforcement Processes M Accela i" Learn how these agencies are moving from rible of Contents NWM plan review to Certificate of Occupancy faster Amok More and more agencies are moving the business of • government from behind the counter directly to the public with quick and easy 24-hour online access to TOW information about permits and inspections directly from raunfels, TX any telephone, web browser or smart device, NE 11 They are moving away from paper to share electronic documents across departments and review plans in parallel to ensure existing and proposed land use Cobb County t complies with entitlements. L 'Lew Braunfels And, they are simplifying the permitting process by Charlotte County McAllen : providing online application processing and payment, and by managing the overall processing flow, data collection, fee calculation and inspections for ICC building code compliance. This is liow they do it. Your agency is designed to serve the citizens, businesses and professionals in your community. But why are these constituents so often frustrated by their government? We understand that engagement can make all the differ- ence. By offering services to citizens how and when it's convenient for them, using mobile, social and web tech- nologies, these same technologies can make agency operations more efficient, effective and transparent. More and more agencies are moving the business of gov- ernment from behind the counter directly to the public by offering quick and easy 24-hour online access to infor- mation about permits and inspections. They are moving away from paper to share electronic documents across departments and review plans in parallel to ensure existing and proposed land use complies with entitlements. And they are simplifying the permitting process by providing online application processing and payment, and managing the overall processing flow, data collection, fee calculation and inspections for ICC building code compliance. We speak the language of both citizen and government, and in doing so, we've been able to build the core of our product, Civic Platform. It's the secure bridge between government agencies and the devices already in your citizens' hands. Keep reading to discover how agencies from Omaha, Nebraska, to Charlotte County, Florida, have made it easier for citizens to do business in their communities. Omaha, Nebraska Handles Twice Its Building Permit Volume during Hailstorm without Increasing Headcount POPULATION - 427,000 In 2013, a massive hailstorm in April caused damage to thousands of roofs in the area. During the month of May alone, the City of Omaha was able to handle approximately 6,000 permits online, over 3,000 of those directly related to the storm. The Challenge "Before, we were using a mainframe system," shared Stu Craven, Senior Applications Analyst. "It was hard to retrieve data and that data was all code - driven, meaning it required employees to have special training to find and retrieve information. All inspections and the processing of paperwork were done by paper. Most importantly, there was no public interface with our citizens or building community, so it was tough to share the data we had." The Solution The City Planning Department's Building and Development Division implemented the Accela Civic Platform for permitting with citizen engagement and mobile functionality, enabling expansion going forward. Because the system is web - based, various departments can connect to the system and the City can add mul- tiple departments without the need to purchase additional systems. Citizens and businesses can apply and pay for permits, schedule inspections, check the status of a permit or inspec- tion, or print an approved permit online. Contractors can upload their plans, share data, track reviews and provide electronic documentation across department teams, helping to boost compliance with local regulations and codes. The Result Fifty percent of all permits and 83% of electrical permits are handled online, using random audits only. Omaha has realized significant cost savings due to decreased overtime, lower overhead and increased efficiency. At the City level, officials prioritize customer service for businesses and citizens while offering transparent views to key civic processes. ilcAllenjexwReduces Turnaround Times for Residential Permits by 85% and Commercial Permits by 83% - POPULATION - 130,000 the Wall Street Journal ranked the McAllen MSA as having the best housing market in the nation. The Challenge The City of McAllen struggled to keep up with new building permit demand in 2006. Internal plan reviews required 4-5 sets of construction documents, and inspectors had to carry original building plans with them in the field. Residential permits took up to three weeks and commercial permits took two months. The Solution The City chose the Accela Civic Platform for building permits and inspections, planning and zoning, and environmental health and code compliance. Automated workflows and concurrent electronic plan review eliminate interdepartmental inefficiencies, and requiring only one set of documents passes on additional savings to contractors. The Result Residential permits now only take about three days and commercial permits take from 5-10 days. Real-time data greatly increased productivity for building inspectors, code enforcement officers and health inspectors. Inspectors can visualize work orders on a map and plan their routes, access all required docu- ments and enter inspection results in real time on a mobile device —all from the field. For McAllen, one of the biggest benefits of implementing the Accela Civic Platform was the ability to grow over time. In the State of Texas, electrical, mechanical and plumbing contractors all hold state licenses. One of their biggest challenges is travelling to local agencies to secure the necessary permits. In 2013, McAllen implemented online building sub -permit self -issuance and now handles 35 percent of all sub -permits online. The City introduced credit card payments for any permit type with the PayPal PayFlow Pro Payment Adaptor, and integrated them with its Microsoft Dynamics GP Financial module to improve financial reconciliation. McAllen also improved internal auditing processes with automated fee assessment and a historical archive for accountability. Cleveland, Ohio Sees a 70% Increase in Demolition Contracts Awarded Monthly - POPULATION - 458,000 "We're breaking records for permits and construction, but to get there you need to pull the weeds. We are moving the City to a place where we give more information to the public, are more efficient at tracking our own records and are creating a systematic process." - Tom Vanover, Building Commissioner The Challenge Cleveland was impacted significantly by the downturn in the housing market and was contending with numerous vacant and distressed homes. To abate the nui- sances and demolish the structures, the agency was required to manage multiple tracking documents and was limited to server -side Excel spreadsheets that were difficult to update across departments. The Solution Building Commissioner Tom Vanover wanted to leverage the Accela Civic Plat- form —which Cleveland already used across 11 key departments with over 400 users to improve the permit approval process —to track documentation, assign workflow and improve transparency. "We developed a demolition program," shared Vanover. "We created a record that takes our property that has been issued a violation notice and has gone through the legal processes. It tags it so we know where the physical file is. As the property moves through the process, asbestos survey, demolition and cost recovery, it is tracked in one record." The Result With 55,000 new records annually, the department can track the progress of nuisance abatement requests and demoli- tions online. The agency can quickly iden- tify deficiencies, and the department is seeing a 70 percent increase in demolition contracts awarded monthly. Additionally, the entire department can now see the progress of demolitions and the City is able to track the financial aspects associated with each case, including amount spent for demolition and abatement actions as well as purchase order information. :■ -n Braunfels, Texas Automates Building Permitting and Enables Real -Time Code Enforcement and Inspections Mt - POPULATION - 60,760 I LI '46L "Our building inspectors are out there in the field using the Accela Inspector app to close out their inspections, and we have code officers out there handling their cases with the Code Officer app." - William Flynn, GISP, Senior IT Specialist The Challenge The City of New Braunfels, located deep in the heart of Hill Country in Central Texas, was struggling to keep up with demand for building permits using pa- per -based processes along with Micro- soft Excel spreadsheets and Microsoft Access databases. The City Manager handed down a directive: find a single solution that could be applied city-wide The Solution New Braunfels chose the Accela Civic Platform for planning, permitting, code enforcement and environmental health. Citizens can search through land records, planning cases and code enforcement cases online. In the future, citizens will be able to pay for permits and business licenses online, as well as submit complaints, such as reporting a sign that's down or a pothole in need of repair. The Result The City streamlined its previous pro- cesses into a single solution. After automating its building permitting processes, New Braunfels completed the following activities in 2012: • 8,135 Permits • 1,938 Enforcement Cases • 340 Planning Cases • 6,938 Service Requests True GIS integration allows spatial repre- sentation of data, such as building activity and code enforcement cases. With a XAPO model, staff can tap directly into GIS for real-time updates. Building inspectors can close out inspections and code officers can handle cases in the field. Staff can also run ad -hoc reports in response to requests from the City Manager, Council members and the public. Charlotte County, Florida Helps Rebuild Community after Wreckage of Hurricane Charley - POPULATION - 160,000 In 2004, a Category 4 hurricane swept through Charlotte County, Florida, devastating its largest town. To help get the community back on its feet, the Community Development Department needed a solution that could empower citizens and contractors while streamlining permitting, code enforcement and licensing. The Challenge Prior to the hurricane, Charlotte County was using a very basic permitting soft- ware system that kept track of permits and little else. But Hurricane Charley brought with it a flood of complex issues. Code enforcement and other processes presented a serious problem and com- plaints poured in. Legacy permitting software limited the Community Devel- opment Department's ability to provide helpful information, leaving people in the dark about delays. The Solution After careful deliberation, the County chose the Accela Civic Platform. "Mainly, Accela has really helped us streamline, move things through the process quicker, know exactly where things are," said Claire Jubb, Customer Service Manager. To keep up with the 1,500 permits and 500 code cases it turns each month, the agency launched Accela Citizen Access, a public -facing web portal. This allowed citizens to post code enforce- ment claims anonymously online, cutting associated internal workloads in half. The Result By accelerating the permitting process and enabling field workers to leverage user-friendly mobile apps, the agency has been able to save valuable time and dollars while engaging more productively with citizens and contractors. What's more, everything is accessible online, making all the agency's land management activities totally trans- parent. This allows Jubb to "pull layers and layers of information out that really demonstrates what we're doing in the flood plain." Ore on CD 9gard,g Reduces Project Start Time from Days Down to the Click of a Button OM - POPULATION - ve reduced the time it takes to start a project from days, down he click of a button. Tigard is using technology to streamline commercial and residential building permits." - Lloyd Purdy, Economic Development Manager allenge processing cost the permit more than $20,000 annually, :h permit typically took 2-3 days around. Regional population forecasts also predicted the City seed more than 4 million square commercial space over the next 's to meet private sector de- ution mplemented an online permit- ;tem for simple, over-the-counter ; like electrical, mechanical and ig improvements for residential nmercial projects that do not a plan review. ors can now work with real-time 3tion in the field with Accela or using Wads and iPhones. And, ✓ found a mobile printer that connected to the iPad via Wi-Fi to print inspection results. The Result As of October 2013, Tigard's permit center had issued more than 2,600 per- mits for the year, totaling $112 million in combined project value. Licensed con- tractors can submit permit applications online and schedule inspections 24/7. This reduces the wait time for permits and puts people to work without delay. And, customer service staff has more time to help walk-in customers at the front counter. Inspectors can email inspection reports directly to the customer or print them in the field, which dramatically increases the speed of inspection resulting and printing —which the construction community appreciates. Bernalillo County, New Mexico Empowers Citizens and Staff with Online Services - POPULATION - 642,000 "The complete success of this project was dependent on the support, not only from the Bernalillo County staff, but from the dedicated Accela project team." - Rene Sedillo, Technology Manager, Planning and Development The Challenge Stretching nearly 1,200 square miles and home to Albuquerque, Bernalillo County is a major crossroads of econo- my and culture in New Mexico. With a longstanding commitment to improving transparency and citizen engagement, the County decided to upgrade its legacy Kiva system. "We were looking for a more up-to-date technology solution to help us provide more efficient services to our citizens, while enhancing productivity for em- ployees in the office and in the field," said Rene Sedillo, Planning and Devel- opment Technology Manager. The Solution To expand on the level of quality ser- vice already offered, Bernalillo County implemented the Accela Civic Platform for planning, permitting and inspection in 2013 and is now equipped to offer a number of time -saving services online. Builders, developers and citizens have 24/7 access to plan review comments, inspection history, land data and inter- active GIs maps. Self-service options like these have drastically reduced the time to complete tasks from days to hours or even minutes, leaving County staff, contractors and the community more time to focus on other demands. The Result Bernalillo County implemented Accela on budget and four months ahead of schedule. The County has been able to reduce time to Certificate of Occupancy with real-time electronic document review across departments. And it has increased staff productivity with remote mobile access for County inspectors. �� ebb County, Georgia "AM Iw Empowers Mobile Workforce with New Technology POPULATION - 688,000 "The failure rate on our inspector laptops is increasing... What are the right hardware and software solutions for an increasingly mobile workforce?" - Yolanda Rucker, Technology Services Manager, Information Services The Challenge The Cobb County Community Develop- ment Agency issues an average of 9,000 building permits, 1,200 utility permits and 30,000 business licenses per year. Inspectors and code enforcement offi- cers were relying on aging laptops with increasing failure rates, which impacted productivity in the field. In addition, several software applications were near- ing their end of life. The Solution Cobb County evaluated a number of hardware alternatives, including lap- tops, tablets and smartphones. The agency ultimately made the decision to invest in new laptops for its nearly 40 inspectors working in the field. The County also upgraded to newer, more collaborative software, including Accela Code Officer and Accela Mobile Office. The Result The Community Development Agency ensured funding was available for each of its inspector sections, which provided consistency and greater flexibility for inspectors when swapping out vehicles. By assigning "super users" to each of its inspector sections —Code Enforcement, Building, Mechanical, Electrical, Ero- sion and Site —the agency was also able to ease the transition in the field. Now, inspectors can improve productivity by accessing any necessary documents on the move and entering real-time com- ments and results. Lincoln, Nebraska Maintains Current Staffing Levels and Strengthens Relationships with Contractor Community 00 W i Z CD W 00 - POPULATION - 265,404 "We have contractors out in the field. They can be out on a job site, and they can check with a smart device or an iPad. They have no paper —they're all electronic. That's how they do business. So, the big benefit is they get to stay out and do their work." - Jim Walkenhorst, IS Project Supervisor The Challenge The Lincoln Development Services Center faced two key challenges: tech- nology and organizational issues. The agency had outgrown its legacy'PER- MITS Plus' system and, as a result, the City was unable to take care of custom- ers and contractors in a timely manner. The Mayor wanted to respond to the building community to improve applica- tion, review and inspection times and repair internal disconnects between Development Services Center -related department personnel and processes. The Solution Lincoln implemented the Accela Civic Platform to streamline and automate planning, permitting and business licens- ing by offering traditional counter -based services online. The construction com- munity was involved with beta testing to strengthen the agency's relationship with the contractor community and help ensure the initiative's success. The Result With Accela Mobile Office, Accela Citi- zen Access and Accela GIs, field staff and construction industry professionals can work in the field and be notified of any updates in real time without having to come into the City of Lincoln building. By implementing Accela solutions, the Mayor's objectives were met and the project implementation was completed $100k under budget. Despite the increase in permitting activ- ity, with 88,000 permits issued in 2012, no additional Full -Time Employees (FTEs) were required. In 2013, the City of Lincoln, Nebraska, was ranked #4 in 24/7 Wall St.'s "Best Run Cities in America." x more information on Land Management :lutions: CENTER FOR DIGITAL GOVERNMENT RESEARCH REPORT: From Planning to Permits, Zoning to Compliance: rrmnPlanning toPemits, Research on the 50 largest U.S. cities' use of automated Zoning to Compliance land management systems This research report provides detailed information regarding the 50 largest (by population) U.S. cities' choices in land management systems. The information included in this report should provide valuable data for —`�-` cities or agencies considering investing in a land management system or upgrading a current system. �.l 4— • . MAccela Lenexa K A N 5 A S Lenexa, Kansas, Doubles Licensing Volume and Gets Businesses Up and Running Faster Founded in 1869, Lenexa is located about 12 miles south of Kansas City; Missouri. Lenexa is considered a city of choice for a variety of high tech and bioscience companies, as well as a number of national and international headquarters. Manual Data Entry and Seasonal Staffing Requirements The City of Lenexa used to send out between 3,500 and 3,800 business, animal and alarm permit license renewals at the end of each year. At the time, Lenexa tracked all of its licenses electronically through a financial database. The City would create a batch update into its finance system, but if an error was made the batch had to be completely redone. Information was not centrally located across different depart- ments, and staff had to enter addresses manually, which left room for errors. Regardless of what month license applications came in, staff had to manually prorate fees through December 31. A third -party vendor mailed the renewals at an additional cost to the City. All of the payments would come back at the beginning of the year, which was a huge drain on the clerks up front. Lenexa also had to hire additional staff for three months to manage the workload. Like most agencies, Lenexa was dealing with budget issues and wanted to find a more efficient way to process licenses. In 2007, Lenexa set a goal for the City: consolidate information about businesses and addresses in a single location and make it easier for citizens to interact with the City. How Accela Empowers Lenexa Lenexa went live with the Accela Civic Platform for Licensing in 2008. The City's first order of business was to setup its new solution similarly to how it processed licenses previously so that it could focus on migrating all of its data into a single location. A nightly script generated renewals, but the City continued to process them at the end of the year. Increased efficiencies, however, helped Lenexa mini- mize staff reductions during the economic downturn in 2008-2009. A few years later, the City decided to spread licenses throughout the calendar year to more evenly distribute the workload. Lenexa divided its business license renewals into categories —such as Cereal Malt Beverage, Construction and Massage Thera- pists —and split them out alphabetically by month. "By automating our licensing processes in Accela," shares Trudi Wenger, Information Specialist with the City of Lenexa, "we can setup renewals by group and schedule print times. Scripting -wise, it just happens." As a result, customer service representatives only have to process 11B -785- Item 13. - 550 a couple hundred licenses per month. The City can now manage all of its licenses without hiring additional staff or outsourcing assembly and mailing. Citizens now have multiple ways to interact with the City and can submit license applications or renewals online, on a mobile device, through the mail or in person. When they apply for a business license online, they can upload documents, such as a scanned fictitious business name statement, and tie them to the license. Staff can then process and approve the application. Before, if staff couldn't process a pay- ment the same day then it had to be held, which raised security issues. Now, citizens can go online through Accela Citizen Access and pay those fees immediately. With a central repository of information for addresses, employees can see a history of all activity associated with a specific address or business instead of having infor- mation siloed across different applications and departments. Since dispatchers and CSRs both have access to it, the Police Department can easily find emergency contact information. Furthermore, GIS staff can see maps for certain business types, such as churches or daycares, to help management improve decision -making. Simplifying the Building Permit Process and Increasing Civic Engagement At the same time Lenexa implemented its new licensing solution in 2008, the City also brought on building permits, planning and code enforcement to further auto- mate processes and help spur economic development within the community. With Electronic Document Review, citizens can submit plans online, which reduces paper storage costs and allows concurrent reviews across multiple departments so that everyone is viewing the most current document. With more than 400 iOS devices in use across the organization, it's important for Lenexa to ensure any solution can be run on those devices. Accela Mobile Office lets City employees be more productive in the field with access to critical docu- ments and the ability to result inspections in real time. In addition, citizens can submit service requests online to report issues such as potholes, graffiti and missing traffic signs, making it even easier for citizens to interact with the City. The Bottom Line Lenexa now handles 7,500 business licenses on a yearly basis —roughly twice what it managed previously —without requiring increases in staff or workload. Thanks to the increased productivity and reduction in manual data entry, the City was also able to take on rental properties and processes roughly 1,800 licenses annually. And, after analyzing its licensing data, Lenexa discovered that alarm permits and animal licensing did not provide a big revenue stream for the City, and made the decision to outsource them in order to focus on core efficiencies. As time and resources permit, Wenger wants to look into sending license approvals and renewals via email —as well as scheduling inspections and accepting building permit fees online —making it even easier for citizens to interact with the agency and do business in the City of Lenexa. About Accela Accela powers thousands of services and millions of transactions daily for large and small public agencies worldwide. We connect government to people and accelerate and streamline land management, licensing, asset management, and public health and safety processes. The Accela Civic Platform includes cloud -based, office, mobile and social applications to support government agency, busi- Eness and citizen needs and a robust open platform and business model for developers. Accela is headquartered in San Ramon, Calif., with Item 13. — 551 international offic i1 T TB _7OO 6_ ie United Arab Emirates. For more information, visit www accela.com. 02014 Accela, Inc LI Acce [a Ba[timore Uses Acce[a for Right -of -Way Coordination The City of Baltimore is a vibrant city, rich in education, health- care, business, arts, sports and much more. The City's deep harbor and central location for inland distribution have made it a major port of commerce for more than two centuries. City projects $900,000 in annual savings with Accela Right of Way Management As Baltimore continues to grow, City engineers were challenged to manage thou- sands of infrastructure projects, street incidents and events that take place each year. Until recently, infrastructure projects were managed the "old fashioned" way —with long, face-to-face meetings followed by a battery of emails and phone calls that often led to additional meetings. Still, despite the time and effort put into this process, oversights could occur —and when they involved street cuts, those oversights were costly. Margaret B. Martin, PE, Division Chief III in Baltimore's Department of General Services, notes, "We had too many meetings and not enough pertinent information. It was all static data with no way to visualize what was really happening in a specific location. When a colleague introduced me to this option, I immediately knew this was the solution we needed. Accela offers true dynamic infrastructure coordination with easy web access; it's an intuitive design, so the learning curve was very short; our data is secure; and best of all, it's affordable." Baltimore has turned the corner from simply coordinating conflicts between infra- structure projects —alone a huge achievement. Today, the team is able to proactively review projects during the monthly utility coordination meetings, which opens up collaborative opportunities. "We are at the point now where participating entities are able to accommodate shifting project schedule phases for better infrastructure coordination," says Martin. "Recently, the City had a major road resurfacing effort that was postponed so that Baltimore Gas Et Electric could replace a gas line. BGE was then able to save the cost of resurfacing the road because Baltimore DOT came in immediately behind the gas work to repave the whole road." An extended ecosystem of users maximizes efficiencies and savings The City of Baltimore has brought in an ecosystem of users, including the Baltimore Department of Public Works, Baltimore Department of Transportation and Balti- more Department of General Services, along with area utilities including Baltimore Gas Et Electric (BGE), Veolia Energy (Trigen-Baltimore) and Verizon. Combined, these entities have uploaded more than 1,500 projects into the riaht-of-wav HB -787- Item 13. - 552 database. As a result, the City and its ecosystem partners have avoided hundreds of costly conflicts, while also uncovering opportunities for acting proactively to improve project efficiencies and realize cost savings. Based on an analysis of key factors such as conflicts and opportunities, the City of Baltimore has realized $390,000 in paving cost savings. The City projects a total cost savings of over $900,000 per year as a result of using Right of Way Management. BGE has also realized similar paving cost savings of $380,000, with a projected annual cost savings reaching over $1 million. Leveraging map -based coordination for street activities enhances quality of life Another way the City of Baltimore has extended the value of map -based coordina- tion is by looking beyond infrastructure projects to street events, street incidents and permit management. As the City quickly discovered, by visually managing all street activities, Accela helps ensure order in the right of way throughout Baltimore's streets, ultimately affecting quality of life for the City's residents and visitors. The Under Armour Baltimore Marathon, which attracts thousands of runners and spectators each year, winds through many of the most popular areas of downtown Baltimore. To ensure a successful and safe race, the City and event organizers must carefully map out a course that avoids construction zones, while providing detours to accommodate ongoing traffic. This process involves several participants drafting a detour route online disbursed through Accela. "Coordinating an event like a marathon is challenging all by itself, but this was our first year where we were able to provide a detour route and show the public how to get around, as well as in and out of the route's 'island,' with a graphical map," recalls Martin. "In developing the detour route, we discovered that the marathon's detour ran straight into Morgan State University's homecoming parade! We would never have realized the conflict had it not been for seeing it on the Accela map." This information was extended to the public by making the detour map available on the City's website. "With this solution's Public View capabilities, we were able to take the detour map and post it on our website very quickly and easily. This was a very valuable service for the public. And for the first time we had no traffic com- plaints on Marathon day." The City of Baltimore continues to expand the use of right-of-way management solutions to include street incidents and to enable much better communication among different agencies. "We are constantly exploring new ways to take advantage of map -based coordina- tion," adds Martin. "I see Accela as a real game changer in how municipal infrastructure construction can be managed more efficiently and effectively." About Accela At Accela we believe that engagement makes all the difference and we're usheringin a new era where government works direct) with I�IIf II Irrl*��� citizens —on their terms. The ccela Civic Platform bridges the gap between agencies and citizens by streamlining core agency functions llll like land, licensing, and asset management, and public health and safety, connecting citizens with web -based, mobile and social applica- tions, engaging them directly in civic meetings and providing built-in open data capabilities. We help build better communities by power- ONing thousands of services and millions of transactions daily for agencies of all sizes. Accela is headquartered in San Ramon, California, c with offices in San ----; ^ "� " k, Melbourne and Dubai. For more information, visit www.accela.com. Item 13. — J C 3 02o1a Accela, Inc HB — 7 8 8 - MAccela Accela Simplified the Board Management Process for The Hesperia Unified School District School District Faced Paper -Based Headache Hesperia is a city in San Bernardino County, California. Located in the Mojave Desert, Hesperia has a population of over 90,000. The Hesperia Unified School District serves the population, along with the surrounding suburbs of Oak Hills, Marianas Ranchos and Summit Valley, along with the southern section of Victorville. For Executive Secretary II Lori Mente and Executive Assistant Cathy Gomez, typing or handwriting agenda items and organizing supporting documentation for meet- ings (which sometimes topped 700 pages), the manual process was time-consum- ing. They would manually number the pages, format the agenda from scratch, print and collate copies, and hand -deliver a copy to each member of the Hesperia Unified Governing Board. This process was repeated twice per month. "It would take an hour to deliver the packets and a whole week to do the minutes," recounts Lori Mente. How Accela Empowers Hesperia Unified School District It was clear to the members of the Board and the clerks that the current process just wasn't working, so Hesperia staff began their search. "We looked at three dif- ferent companies," says Mente. "Cathy and the Board members watched demos from all three." But it became clear to the Board members, who were all familiar with the organization's paper process, printing costs and redundant procedure, that Accela Legislative Management offered a complete solution. The solution removed many of the frustrations associated with the old process, including numbering and transcription. There was a time when everything was transcribed, but now the video is the official record and with the minutes feature the meeting can be available in under an hour. Citizens were also pleased with the new system and the public was talking about the web portal on Facebook, mentioning meetings and linking to agenda items. The portal enabled citizens to view and review in one simple location. Additionally, submitters and approvers at Hesperia provided overwhelmingly positive feedback as users found the agenda creation process to be so simple. While some within the department were opposed to change, Mente explains that it has simplified the agenda -creation process, especially because of the templates she was able to create for her coworkers. "They have their wording, they know what it looks like, they know it made it into the system, so it's good for everybody." She feels that the software encouraged a more cohesive workflow for her staff. HB -789- Item 13. - 554 The Bottom Line Today, citizens are more engaged via the new solution and the staff at the Hesperia Unified School District has time to do the work that truly benefits the teachers, stu- dents, parents and administrative staff of the district. The solution offers the ability to make certain templates invisible to users based on their department or meeting group, removing the ability to utilize incorrect templates, and the support team quickly helped her to reconfigure her agency. "I don't know how we did it the other way," remarks Lori. "I wish we knew about this from the beginning." About Accela At Accela, we believe that engagement makes all the difference, and we're ushering in a new era where government works directly with citizens —on their terms. The Accela Civic Platform bridges the gap between agencies and citizens by streamlining core agency functions like land, licensing, and asset management, and public health and safety, connecting citizens with web -based, mobile and social applica- tions, engaging them directly in civic meetings and providing built-in open data capabilities. We help build better communities by power- ing thousands of services and millions of transactions daily for agencies of all sizes. Accela is headquartered in San Ramon, California. with offices in Sar c^^ -," k. Melbourne and Dubai. For more information, visit www.accela.com. C2014 Accela, Inc HB -790- MAccela Accela Legislative Management The easiest way to manage your civic meetings Accela Legislative Management is the only cloud -based solution designed to unify the entire meeting experience. This solution helps agencies manage legislative and public meetings and engage communities while saving time and money. With Legislative Management, your agency can easily streamline processes and share meeting content, making it simple for citizens to participate completely online in the decisions that impact their lives, their livelihoods and their communities. There are numerous steps involved in overseeing public agendas and minutes and sharing the information and outcomes with an entire community. Legislative Management offers four solutions to help govern public meetings in every step, from agenda preparation and approval to the decision process with electronic voting. Agenda and Minutes Easily manage the preparation for civic meetings, including submitting and approving agenda items, generating digital documents, creating agenda packets and capturing minutes. Additionally, meeting organizers can display supporting documentation in meetings and manage council, board or commission voting and public speaker signups electronically. The solution also simplifies the creation and distribution of post -meeting letters, and publishes meeting videos online so the public can search for the videos and transcripts that interest them. Key features of Agenda and Minutes include: * Familiar MS Office design Sophisticated workflow * Quickly generate packets 0 2015 Accela, Inc. All rights reserved Huntington Beach, CA Enterprise Land Management Software System & Impleme-'-` -- HB -791- RFP #2015-0319 Page Item 13. - 556 MAccela ,. i} x. �1 ♦ l]A oxsaww,.. 3 wi +, e'w.wi,.n<rivkaueia.:... __ ++nA• LeNM iMYr6MN II•+Ve.nsr IV Ww+ry J K �� .>s ra..r.... uF S n :11161V61ROli: um.N a,r�aw.n aannm s 3 .. w dsra.n.r,v win «.o.nw. nn ay.�nr.rwx .ras : ;a i..m»r�w x:•.e z r naA] Vwi Y mara tlx PaYn+nr / m< wm.Ru � ilozsirrau ktt i me l b i":a, a ro xec4We tM X Watbt M atOtK.nal Is�a.ahr^7 �M obe em , 4a r6:'..Rs.OFeewn rtCn.. i x^T n.ywrvwn+•rres hat•rt � tn? wq � �A' it :im. rrr flN'tfµ DrnM.k pr eoainM •rtrs or Wp � P! ary ws.m,acn .n.,• rs» uavrrwnc or m. wrexxanarq ten. rn. wws+-nr an,.zra �i'wn. t 9`rf:. � s r«+mcwaea, r u.r e++us >� am«.,e rva ss.uort w Me. a]Sr� 4x.kcaprg carWcted aMrg Cysts Woa.9 aM Uw: Oy;arr RwG�14 nmrvrcnanyo [mp.own+sna% w„�c !rne !cq a o,.roarvs me ruewmg aervns ar apae�x. 9 M tvrq o rt ano AW' ucon a f n G not aM swr+eevw[ W x+ nraee kw M Gp. r�wil 52 OJC 1p rt V ry of aOSWnW Wzmc.Vwia W wsY +Ot HL►IW� YID n�9xu1 agr-+n xeaE � Win« c ry .na.. upon •.wcunen v ma nmrnvamrtt., nnaaro rtw SraU ]rx ur 4wp M a�hM W ers,oaa v +anmr.rx ur�cap*g m.s. wax not ncxraro n ➢w on�M apww!R. te➢s er�cr • 4pW.rz rx.cwon cf ➢us .m.nsrw➢ iMr�hn.. / F asn ..ne sns,w�n rrv. a na•nrv.en er �w wr. tfj I _..... _-_. .._ Lynn �xrvVvuun cl Vx Newwprn�4 ++n . "_. • :'/aW! - AiYif+raY-N'rwl•taEuY•.. Seamless Word integration makes editing complex meeting agenda easy and fast Resolution RES-2011-708 =s4ut w utto r:_ ;tom FL e f3i:xx ':cs IGM� to hr3u fl "'ub Titer RES-nll-7t4:Ftsrsha5el4nUtC7 QfrorIQMd2 ._ Fr utt + 'Jo�r Foie 1kfYs - Delamk►.ant ofTranspOrtadwe .r...a- .er -MMeWe�- tr..r.rar xsnr rs TUgl1lr. xtd,X W r0j" '00*WftrfiN�M'IW I. RW Gdt wW 00400*4ff Fallta"ltoa u. p vjws A ft➢wi.wa Vwwa S. MN•ila➢•➢ifxMKClL L10EAMM- tirNhT can �a�a;°awwx'�>•�:aerc wmw &kw ru�aa.Yzr.. teas +�a.�:�. ar.W.wa+xnzrrn ]eXVe a•',•wrneae�.un �. en;;.�ar. �wn:.w .+.a....... rwrAwo OnWwwll .[N Merw.C—Ml.4Wnr..e«Aw. nxr+i- o"11ff MIAL aerepYi wa.•. NWVl TATr W{f,AKTW,A Werli:n %P11 TMWt%R 6l WpY 54/N,. flIC. . nlevcnrWrn�,7T1ICCr XASkrLMWNc[ •1401C2T �� •.es>.w- s. l.Hka a ...91 .ru.w a e-xw➢-its:. oar•tewe 1 ten >n�rnr� suyraieaur➢e -invitz' ants and ;te; w as took plac€t Recorded minutes including vote count, comment and discussions can be generated in both Word and PDF format right after a meeting rb` 2015 Accela. Inc. All nghts reservea Huntington Beach, CA Land Management Software System & Impleme-`-` -- 792; ss Item 13 . - 557 �� B -92- RFP #2015-0319 Page 189 of 197 MAccela Civic Streaming Automate live video streaming and on -demand viewing of public meetings and other events. Build public trust and awareness by making it easy for citizens to search for recent and historic decisions and the corresponding meeting videos online. Key features of Civic Streaming include: ♦ Video and audio streaming Live digital video recording (DVR) Searchable by agenda items tr.vb C0111110 C SOMMIiS WWS CAM voti4vQW20I I ITT AM fl�rqr�baia: r��y 5i SOrrNa ti4� Ayrnda P-t `.��'3y N-n,�t bF f5rmb. Ps:ML iJf L'.MSt51R is Ill Can RINf C0 Cltaana CawtSwarrlutlon 4 5F@xru pnn .wrong and waft' t. bpq+°? Y Ff,{Littb L+on�h. and n Tea•' .iMlS CS 1J5n1 NM Ngy sp-w sterna Consider and taste appropriate action on request for fun axlS pawt renovation projects at. IOU Lava" to 9lciuc LWar,o Shalt: At:Jsrt'ffi Caeprtl Y,ti 4.Yailss 7�irrarmrm Het8 N Alp• t2, 2Gi1 91050 AM ra#e{p: , 8t W' I, Fot±KEi spor xs fAanr: 1AIP S*-ti e 7 a— AMaeArr�els 1151A Pk—V 14 w N.v Jr., 20LI Tli+tYeN:,i • Cr�S tVT We S'(We G�wrtitad OIX.t"'t SO..* �.ym,.N i,BhC@t: 7Mam^ 9kxn Cfrrx. L'als� �Lratl �ckNpnfL i'•PSyYn '.. ?YsraYt L Yam' pre�CS; C+3nIM2 3'CfOMiti' '.. EXwment EIody H$8,A, Prt"a Er for lawor to &I, first and sec" is %questing an add%onal b1, 75,M be aulhor¢ed fa project f4r. Staxh's i'etiex of !.larch30,, 2011 is attach Foci'Aes arl'ageriervt Department (RC) idenff*d a r %'W-, "h" It . ,,,r :,h. r.,,, :al°n.: e,. tzP%4rt depanmelr iq an Unbudge, pose into I I t fwmur rizct.s j In FY 1 The public audience can stream live video on tablets and smartphones 0) 2015 Accela, Inc. All nghts reserved Huntington Beach, CA Enterprise Land Management Software System & Impleme-`-` B -93-- 793: 3s H- RFP #2015-0319 Page Item 13. - 558 M Acce [a EzbrWadWft left 4sw4,1 nc t4a s9 las a 165 O Ise: Turmlier rape: 511.45 Q See carte .. Recorded videos can be replayed offline Digital Boardroom Display voting results in real time as board members push `Yes,' `No' or `Abstain' buttons. Simple touch -screen design makes it easy to navigate the agenda to turn pages and enlarge attachments, making them easier to read. Users can also update board member screens automatically with the current agenda item. Keep the live and home audiences on the same page by displaying where you are in the agenda, speaker queues and voting results. No more guessing how to spell citizens' names —speaker signup allows citizens to submit their contact information and a request to speak. Key features of Digital Boardroom include: ♦ Electronic voting {1 Sticky notes Audience display ♦ Speaker signup and queue C 2015 Accela, Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Land Management Software System & Impleme- B- 794: is Page 191 of 197 Item 13. - 559 HB -94- MAccela A11 t r �rt«see.�r-. r�.-+a r. esaonr ae.o. ecnflan- 3ivn. ThDar PIAk19 3r bJIrtnHYNM #Mt arf} • L'{. *—ho of -*a. tti #Jte 4't too NneO "'. N ftR i d SA,00a hx rv;atk B:AseeeNwy� M KeG @ to hYc�Ytcrttt linCYJtVrw. tilt nrt rya i Ldw a the mg-i ay�wt. =96 ina�atoetra 4t—wtK9eM4. rrg- .. 7. CAI W coldw I w�smw.wy�"iy JI I[7:. cor.. __... � N�ib�ng r 1's ind .Easy_ m R--t riry urt ICE, 31N-�E6•il(YM:Ut e Lwcge'.. ur lfr ewr wt tr twq t s nserany 0r 1. 1 u.,,r.c>ra ee., Int. Al—,f 1 aF a n+.Ot6s f c the 4fv, MAY 910w.04 rw.s>r .art W, Film Y- i RCCOlIIatNtMtiblt• 4+to 't-1-a1-41 wet Gtr ct-- aoassE. a N:W eppa+ q a,.vs.e�rx No : m e )*-1 rae}.e-t •<a'2+:•r^r!+t7lkespr*rn*Tt V *dW- of t,;ra:7ba; W,.etr °tt Q. 0 ♦vt 1111r rcty ra er,s 9eata e{ r<e adtt W tie 6-0s r^r +eowi to oki yet t a1 i9tato:. W AW&Wr Uneit;Wj at 06 Ytr And OAAK mat /.tk'd*-4i trot Peat w RCL-d r thi With Digital Boardroom, participants can vote electronically and add sticky notes The solution supports audience display, speaker queue and speaker sign up kiosk t 2015 Accela, Inc. All nghts reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Impleme-'-` B -9s-- 795 3s Page x- Item 13. - 560 MAccela Boards and Commissions Make board governance simple and paper -free by streamlining the entire process of managing board, commission or committee appointments, Define boards, mission statements, meeting frequency, term limitations and special requirements for board placement. Accept online applications for vacant board seats and schedule applicant interviews, confirmation and swearing -in ceremonies. Provide public access to online board member profiles, including their voting history, and then track terms and future vacancies with ease. Key features of Boards and Commissions: * Define mission and qualifications Recruitment and interview process Term and appointment tracking tiinnah Kick d,.Dri CiW a" � 11tibr7 xs+ (�t7 FFK�4p4x 96 .SrC.CYr1�:wuk-a Car✓ .... wsen.�xwkxe cr+. RriGR2'�74'4� wre wra mac waA.aasn xr�ah*s totlaC,+lie�.tl firs a4 &1— A ar YtY a,w.q,«.a ip'amrFxse €fa axe A. P9*"&.. i±ktC ��t £3r :.. nss..erea+NaAp tYrpcsaarewr. inns ml:arvs timeDo rxar.,+uY.xs•,.axrramaas; wawMw'.T'.++••�•,x'N'.!*n Wos:..e.,. vaa Ei.+«wra CkfK+MtR �c��haa ✓FR4�r^bM Cexnarad ga..�.�., Mi 4.. " bar.IMu= t Sx�a {+ Mn>*�A=.r:><arM Csakra rM+.S i9AFb1C,getlnr3"Mmead ke r..,a. ClFambo a �P'fUeCtfmx M',sw r,..ww rs.—e.wc�we uvaoYrrxr� aexCexe pv� 'ixeriaan sa�aw�trwat w±grrie.Mia cssct83 Public users can easily view current board member profiles online, while agency users are enabled with online board member application management 0 2015 Accela, Inc. All nghts reserved Huntington Beach, CA Land Management Software System & Impleme_` B- 96:-':s Item 13. - 561 HB -796- RFP #2015-0319 Page 193 of 197 MAccela Solution Benefits With our Legislative Management solution built for preparing, collaborating and disseminating the agenda content and the results of public meetings, agencies: ♦ Simplify the preparation and management of your public meetings. Coordinating agenda item approvals, compiling and printing massive meeting packets, producing minutes and follow-up letters - what would normally take an agency days can now be accomplished in a few short hours. ♦ Promote accountability and ensure actions are completed. Getting an item approved for an agenda can be very complicated. It might involve a dozen of departments and even more people for their signatures. By moving the process on the Cloud, this process can be carried out by multiple parties at the same time with a traceable record. ♦ Improve record retention and make it easier to keep everyone on the same page. Paper processes notoriously cause confusion with one person working off a different version of the document than everyone else, lost attachments, and the need to find information quicker. ♦ Reduce Paper Usage —Save costs associated with managing paper. Paper storage, paper purchases, printing costs and distributing / mailing of documents and the extra time and labor to manage all this adds up for agencies that are focused on reducing budgetary pressure. Since we understand the importance of agency dollars, for a simple monthly fee, with no upfront or set-up costs, our solution is available for unlimited users, meeting groups and unlimited archives for your documents and videos. ♦ Engage your citizens —Perhaps they are already engaging you — demanding information accessibility with growing FOIA requests. Our meeting portal makes it easy for anyone to search topics and read, listen, and watch relevant portions of their agency's meetings. Accela Right of Way Management Connecting Government to People and Businesses Accela Right of Way Management solves the problem of coordinating road construction projects and street activities between public works, utilities, Federal, State, City, and County agencies, while keeping citizens informed. Our solution 02015 Accela, Inc. All nghts reseNed Huntington Beach, CA Enterprise Land Management Software System & Impleme_` B- -97797: is H- RFP #2015-0319 Page Item 13. - 562 MAccela enables proactive management of all utility and street projects to optimize street performance, reduce costs, and minimize the environmental impact. Our solution saves agencies time and money through better planning, communication and coordination between all entities. With Accela Right of Way Management, agencies will: �► Improve communication and planning: Coordinate and communicate proactively with all project stakeholders with a map -based view of each other's projects to effectively plan and manage road construction and street activities. Easily identify conflicts and opportunities: Uncover potential conflicts and identify new opportunities with real-time access to information about road construction, incidents and street activities, saving all stakeholders time and money. Share essential information: Easily upload, download, store and view important project and permit -related documents with all parties. Optimize limited budgets: Maximize the efficiency of cities, towns and highway agencies by working together on project timing and identifying new opportunities. Inform and engage citizens: Easily publish important information and maps on the web to inform and engage the public on upcoming street activities and road construction projects. Reduce environmental impact: Allow for better planning and fewer street cuts through coordination between all stakeholders, leading to less degraded road surfaces and a decrease in materials and cost of road maintenance and construction. Solution Attributes The overall flexibility of Accela's Civic Platform is supported by business intelligence that maintains vigilance over these processes. Solution attributes include: Simultaneously exchange project plans with utilities, municipalities and highway agencies Centralize road construction and maintenance information and documentation Share future paving schedules with all stakeholders for planning and coordination �r Simplify the permit approval process by letting stakeholders apply for right- of-way permits online and view permit status 0 2015 Accela, Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Land Management Software System & Implerrl -- 798: 3s Page 195 of 197 Item 13. - 563 B -98- MAccela Upload, download, store and view important project and permit documentation ♦ View street cut moratoriums and opportunity streets where joint work can be planned ♦ Display all events and traffic impacts in relation to upcoming construction and maintenance projects ♦ Allow stakeholders to send and receive alerts for unplanned incidents in relation to construction, maintenance and special events ♦ Share a public map view of road construction and street activity online to inform citizens User Interface The project screen allows customers to coordinate and manage all projects in one place. Stakeholders uncover potential conflicts and identify new opportunities with real-time access to information about road construction and street activities. The Permits screen offers a set of tools to model the workflow associated with permit applications for projects. With the Events and Incidents screen, users can coordinate and communicate all types of activities happening in the right of way. Some sample screenshots illustrate the user experience available to agency customers: The Project screen shows all projects in one places so users can easily detect potential conflicts C, 2015 Accela, Inc. All ngMS reserved Huntington Beach, CA RFP #2015-0319 Enterprise Land Management Software System & Impleme_` B -99-- 799: 3s Page x- Item 13. - 564 MAccela .�, . fll;,rt 3u 8V` 411 E r ✓' s a° - '. ~ 10 The Permit screen shows real-time permit applications with associated workflows v a ;__ W" Ew.cwNn goNm'Fn. �: �d{aJ �P^9 Wexlr�tlam �` � WiMtuvs C4oVe AenmaU+res ^. M .eiUl .yy V r.:n.ter J�. Sq •�4+%ti; VhBOin WRy....b ;� M V1�NpR C+F3 WHeh�r*irn yp £t9r B� Ti .- � � � k t FSX':.;§aTk {t61 Q@S HtfT<I$ iA1R tP'�P'�1 �Ritt2 ONMls. c'Ni3l1d PYIX1C WAYb CHIp3tftberU—._..___ taohwcT334tsIMt pe5. Sb9Y8ttv94 °Savtbtelleaa¢. 9,Ti naM¢ 45@t dtWt2 MOW75k:... IMYiF e}'VQ1Al0 m6raFn4 b4F:slaig�J%+bY.. 95n+6'Aerd1 11-1 c_ 1 =A�_Ji 1 "n... rwrt+.ff. The Events screen shows detailed activity information to allow easier staff coordination among different departments C 2015 Accela, Inc. All rights reserved Huntington Beach, CA RFP #2015-0319 Land Management Software System & Impleme-`-` -- 800:-Is Page 197 of 197 Item 13. - 565 HB -oo- ATTACHMENT #8 Exhibit A. City of Yorba Linda Citizen Portal El Accessibility Support Register for an Account Login ea—, IMBuilding Code Engineering Planning Advanced Search v Welcome to the Citizen Portal We are Pleased to offer our cozens, businesses, and visitors access to government services online, 24 hours a day, 7 days a week. To research information please select a 'Search' fink bdow. If you would like to schedule an inspection please togin to your account first. If you do not have an account please select the 'Register for an Account' link above. What would you like to do today* To get started, select one of the services listed below: Building Code Search Records Submit a Complatnt Schedule an Inspection Search Cases Engineering Planning Search Records Search Records Sdieduie an Inspection Login (ordy required to schedule inspections) User Marne or E-mail: Password: Login ❑ Renvember me on this computer Vv�c fwWMen my p�—Iswo�d New Use ))ester for an AccDunt IJB -801 - Item 13. - 566 Exhibit B. City of Sacramento Citizen Portal Announcerrients Register for an Account Login For best results, use one of the following browsers: Internet Explorer It Google Chrome 4Z Mozilla Firefox 37, or Safari & CMBuilding Planning General property Info Advanced Search v, Welcome to CDD's Citizen Portal This portal allows the general public to view the details and status of Community Development Department planning applications, building permit applications, and permits without registering for an account. Additional services are available with registration: On-line Permits - California licensed contractors can acquire building permits for many of the most common trade projects. Visit the On-'Inl� Minor Permits page for a detailed W of the types of permits available On-line This service requires a free portal user account and the association of your license number with the account. Note: Each license is restricted to a single account. Download the On-line Permik-ung Reqistrxion Guide for instructions. Shouldyxw have any questions regarding this service please email *NEW* Sectronic Plan Check (EPQ Application Submittal - An applicant with a project needing plan review approval can submit PDF files for review and avoid time consuming visits to the public counter submitting and resubmitting for each cycle. Visit the Electronic Plan Chedk page for more detailed information about assembling your submittal package. Scheduling of Inspections - If you have an issued Building Permit and are ready for a field inspection, you can schedule it through the Citizen Portal. You do have to establish a free basic portal user account but will not be required to associate a license with this account. The city offers several ways to schedule Building permit field inspections. Visit the Schedule an InspectiGr page to team about them all. Login User Name or E-maiL 11 Password: F1 Remember me on this computer Fwforqotten my pass New Usem Reqkter for an Accowd For best resuits, use one of the foUomN browsers: Internet Expiorer U. Googie Chrome 42 Mobila Firefox 37, or Safari 8. Item 13. - 567 HB -802- Please note that archived files for building permits (1982-1997) and planning applications (1982-1999) display limited information. You may contact City Records ate it cirg to request additional details. Building permits prior to 1982 can be found on the Citys Online Record Library at http-flwwwjecords,cAyofsacf awkento.orq. Information on existing and closed code enforcement cases including open housing and dangerous building cases can be viewed through a . - - If you cannot find the information you are Looking for, please contact CDD at (916) 264-5011 or dial 311 inside the City limits. To get started, select one of the services listed below: Sewch Permits or Submttats I Pay Fees Seewch to Schedule an InsW-bon General Property Info Zoning b Prop" Details Planning Search Ptannung Appbcabom I Pay Fees HB -803- Item 13. - 568 Exhibit C. San Diego County Citizen Portal Horne APCD AWM DEH DPW PDS Welcome to the County of San Diego's online Citizen Access Portal This system will enable residents of San Diego County to: 1. Research public information. i. Submit an application (some departments require registration and login to submit: an application). 3. View and tract: the status of your application. 4. Make secure online payments. Same services wA require you to register ma€ an gun€. What would you like to do today? To get started, select one of the services listed below: General Information Lookup Property Information DEH Create an Applicabm Search Appiicatio s DPW Anoly for Record: (Recvckm Peewits .Stormiyater Complaints. Roads Serve Request Search Reewds APCD Get Air Quality Service (Permit AnDticabons Gas Stern Tests) Search APCD Records Apply for an Aar Quality Grant AWM Search Applications PDS Apply for a Record Search Records Armouncernents I Register for an Account I Lo n Login tiger Deane or E-mall, i Password: ( —� 17 Remember me, on thtS computer I've forg2tk r MEW Users. aster for an Acc-ount Land Use and Environment Group Departments: APCD - Air Pollution Control District AWM - Agriculture Weights and Measures DEH - Department of Environmental Health DPW - Department of Public Works PDS - Planning tfa Development Services Item 13. - 569 HB -804- Exhibit D. City of Perris Citizen Portal JI era ... . .. . ElAccesubititySuppoct Register for an Account Reports a) w Login Permits Planning Advanced Search Welcome to the City of Penis Citizen Portal We are pleased to offer out citizens. businesses, and visitors access to government services orfliw 24 hours a day, 7 days a week. In partnership with . , , , we are fulfilling out promise to deliver powerful e-government services and provide valuable Information about the community white making your interactions with us more efficient.ent, convervent. and interactive. To use ALL the services we provide you must register and create a user account. You can view Information. get questions answered and have limited services as an anonymous user. We trust this will provide you with a new, higher level of service that makes 1tving and working in our community a more er*oyable experience. What wotAd you like to do today? To get started. select one of the services listed betow: General Information Permits Lookup Pmperty lelformabon Sea,ch Permft Records schedutean Inspection Manning search ApWicatom SchedtAe an tnspection LOOM User Narrie or E-mait Password: CCVOr1gtdO.-D16 City of Penns, CA ; BuddOV. Pianning 1 Gommunty Preservatim, Ail Rkjrds Reserved HB -805- Item 13. - 570 City of Huntington Beach May 16, 2016 ENTERPRISE LAND MANAGEMENT SYSTEM PROCUREMENT ITEM #IS-2016-01 Go Live Technology, Inc. Richard Chenette -President The Need Current software version is difficult to support and is old technology. Automation is greatly lacking Many processes are done manually Key departments not connected Citizen access to online services is limited Selection Process Selection committee assembled Business processes documented Functional requirements gathered Comprehensive RFP Issued Evaluations were conducted A detailed Statement of Work developed Evaluation Criteria 5 point — Process utilizing best practices: RFP responses Reference checks Onsite vendor demos Site visits to other agencies Best and final offers Benefits to the Organization Improved communication between all departments Opportunity to streamline business processes and gain efficiencies Enterprise reporting and analytics Enhanced customer service Both over the counter and online Benefits to Planning Generate reports and track status of each entitlement — aids in public hearing scheduling Efficiency — automatic generation of templates for correspondence, code requirements, and conditions Historical actions/entitlements readily accessible — reduces staff research time One stop shop for info - shared amongst all departments — all staff can look up code requirements or conditions for projects Benefits to Building Online permit issuance Inspection/plan review access w/ printable corrections (for citizen access) Electronic plan review "Master Project" feature will allow tracking of large/major projects, through all departments, from start to finish Benefits to Code Enforcement Mobile Access in the field Enhanced inter -departmental communication Effectively resolving code violations through automation, paperless files Community involvement and interaction through a web -based code violation reporting system Benefits to Business License Eliminates manual processes Online application and license renewals Enhanced reporting capability Automate field inspection documentation - mobile access Interfaces with other governmental databases Benefits to Fire Improves customer service Online inspection requests via mobile devices Electronic plan review — greater efficiency Mobile field Inspections for greater efficiency Access to hazardous information & building materials disclosure pre -plans Access to oil pipelines, wells & tank locations Consolidation of existing fire inspection software into city-wide software system Benefits to Public Works Replaces and significantly improves current processes that consist of multiple data bases, spreadsheets, and other stand-alone applications Common platform allowing for more accurate, timely and better coordinated project processing and inspection efforts within all departments Mobile access by field staff will expedite compliance and reduce paper generation/waste Automated data collection/reporting will reduce staff time and increase accuracy Benefits to other departments Police Ability to review information Office of Business Development Provide comments to development applications Community Services Access to data and to review development information Benefits to the Public Significant advances to online services: Permit applications accepted online Electronic plans submitted for review Ability to track status of your project anytime Pay fees and deposits online, anytime Schedule inspections Renew Business Licenses for home or office Funding Software and Implementation Costs - $3.2 million Expense Includes: Vendor Software—$725,000 Project Management —$430,000 Implementation & Configuration —$ 1.56m Data Conversion — $1847000 Contingency—$326,000 Funding Software and Implementation Costs - $3.2 million Funding Sources (one-time funding sources) o $2 million Triple Flip Windfall o $889K Cityview Replacement Reserve (Automation Fee which is $300,000 to $400,000 a year) o $300K AQMD Fund Balance Ongoing Maintenance Costs o Current Cityview $55K o Proposed Accella $195K Conclusion The proposed system replaces an outdated permitting system. An extensive two year process and RFP process led to the recommendation of Acella. Benefits Improved efficiencies and communication between Departments equates to savings in time and money for residents and contractors. System provides online, accessible resources for residents, businesses, and contractors. The system will serve us for the next 15+ years and with regular updates will stay current with technology. The City's Automation Fee has the potential to cover the cost of the system over the lifespan of the system. One time funds cover initial purchase price and implementation. Conclusion Not Implementing the new system: Retain current system that does not include all City departments. Reduces efficiencies. Current system is heavily customized and therefore unsupportable. Limited online access. Time delays from manual processing. Implementing as recommended lowers cost versus phased in approach. Questions Enterprise Land Management system procurement Agenda Item #13 City of Huntington Beach May 16, 2016 ENTERPRISE LAND MANAGEMENT SYSTEM PROCUREMENT ITEM #IS-2016-01 Major Business Systems Go Live Technology, Inc. Richard Chenette —President Experienced IT Project Manager System selection and implementations Work exclusively for cities and water agencies The Need Current software version is difficult to support and is old technology. Automation is greatly lacking Many processes are done manually Key departments not connected Citizen access to online services is limited Selection Process Selection committee assembled Business processes documented Functional requirements gathered Comprehensive RFP Issued Evaluations were conducted A detailed Statement of Work developed Evaluation Criteria 5 point — Process utilizing best practices: RFP responses Reference checks Onsite vendor demos Site visits to other agencies Best and final offers Benefits to the Organization Improved communication between all departments Opportunity to streamline business processes and gain efficiencies Enterprise reporting and analytics Enhanced customer service Both over the counter and online Benefits to Planning Generate reports and track status of each entitlement — aids in public hearing scheduling Efficiency— automatic generation of templates for correspondence, code requirements, and conditions Historical actions/entitlements readily accessible — reduces staff research time One stop shop for info - shared amongst all departments — all staff can look up code requirements or conditions for projects Benefits to Building Online permit issuance Inspection/plan review access w/ printable corrections (for citizen access) Electronic plan review "Master Project" feature will allow tracking of large/major projects, through all departments, from start to finish Benefits to Code Enforcement Mobile Access in the field Enhanced inter -departmental communication Effectively resolving code violations through automation; paperless files Community involvement and interaction through a web -based code violation reporting system Benefits to Business License Eliminates manual processes Online application and license renewals Enhanced reporting capability Automate field inspection documentation - mobile access Interfaces with other governmental databases Benefits to Fire Improves customer service Online inspection requests via mobile devices Electronic plan review — greater efficiency Mobile field Inspections for greater efficiency Access to hazardous materials disclosure information & building pre -plans Access to oil pipelines, wells & tank locations Consolidation of existing fire inspection software into city-wide software system Benefits to Public Works Replaces and significantly improves current processes that consist of multiple data bases, spreadsheets, and other stand-alone applications Common platform allowing for more accurate, timely and better coordinated project processing and inspection efforts within all departments Mobile access by field staff will expedite compliance and reduce paper generation/waste Automated data collection/reporting will reduce staff time and increase accuracy Benefits to other departments Police Ability to review information Office of Business Development Provide comments to development applications Community Services Access to data and to review development information Appendix 2 Registration Agreement NOTE: A COPY OF THIS REGISTRATION AGREEMENTMUST BE DULY SIGNED BY AN AUTHORIZED SIGNATORY AND RETURNED TO MCC GROUP ESCROW ASSOCIATES LLC BEFORE A LICENSEE CAN CLAIM PROTECTION UNDER THE RELEVANT DEPOSIT ACCOUNT. Agreement between: (1) Accela, Inc. whose principal office is at 2633 Camino Ramon, Suite 500, Bishop Ranch 3, Son Ramon, California 74583 ("Licensor"); CA NG• (2) MCC GroupTEa corporation organized and existing under the laws of Virginia with its principal office of 123 Mission Street, Suite 1020, San froncisco, California 94105, USA ("NCC Group"); and (3) Licensee's Name: City of Huntington Beach, whose principal office Is at 20M Main Street, Huntington Beach California 94628, attention: ("Licensee"); Agreement: 1. This registration agreement ("Registration Agreement") Is supplemental to the terms and conditions of the muilf CA� licensee deposit account software escrow agreement number 43316 dated May 22, 2009("Escrow A fee uxt 14r 2,cDq and the Deposit Account Agreement(s) (as defined In the Escrow Agreement) number(s) 43317 Accela Land Management and Licensing & Case Management), 43319 Accela Citizen Access), 46254 (Ac�cela�M-,o.,bile C.;" Office), and 43321 (Accela GIS) dated MGV 22-2B09 both bejjWvra Licensor and MCC Group. AJN 10'2a10 JVhlee ent�A d JUnL 22 'W09 2. This Registration Agreement, the Escrow Agreement and the �e a nt Deposit AccouRf Agreemenf(s) together shall form a binding agreement between Licensor, MCC Group and Licensee in accordance with the terms of the Escrow Agreement. 3, Licensee agrees to defend and Indemnify MCC Group and to hold MCC Group harmless from and against any claims, suits or other proceedings, actions, losses, costs, liabilities or expenses Incurred In connection with the defense thereof (including reasonable attorney's fees), In each case which may be Imposed on, or Incurred by or asserted against MCC Group in any way arising out of or relating to this Agreement, provided that Licensee shall not be liable for that portion of any such Indemnification amount resulting from MCC Group's gross negligence or Intentional misconduct. 4. Licensee hereby agrees to take the benefll of. agrees and undertakes to perform fis obligations under and be bound by the terms and conditions of the Escrow Agreement, Including the payment obligations defined below, as though they were a party to the Escrow Agreement and the Deposit Account Agreement and named therein as a Licensee. 5. Licensor and Licensee agree to compensate MCC Group for Its services pursuant to this agreement according to the schedule following: 1 I Licensee Registration Fee (per Individual Licensee registered, payable I $750.00 I Nil 1100% upon registration and upon the escrow account's anniversary every year thereafter) -.2 Release Fee (plus MCC Group's reasonable expenses) $515.00 Nil 100% 3 Termination Fee $75.00 Nil 100% N(x: Group shall be snuffed to review and vary Its standard fees and charges for Its services under this Agreement from time to time but no more than once a year and only upon 45 days written notice to the parties. 6. Thfs Registration Agreement shall lake effect when MCC Group has registered Licensee as a party to the relevant Deposit Account Agreement. 7. The Release Events for the undersigned Licensee are as follows: (1) a receiver, trustee, or similar officer is appointed for the business or property of Licensor; or (li) Licensor Ries a petition In bankruptcy, flies a petition seeking any reorganization (without confirming In writing to Licensee within ten (10) business days, if requested to do so by Licensee, that It will continue to maintain the Software in accordance with the terms or the License Agreement or any applicable maintenance agreement), makes an arrangement, composition, or similar relief under any law regarding Insolvency or relief for debtors, or makes an assignment for the benefit of creditors; or Benefits to the Public Significant advances to online services: Permit applications accepted online Electronic plans submitted for review Ability to track status of your project anytime Pay fees and deposits online, anytime Schedule inspections Renew Business Licenses from home or office Funding Software and Implementation Costs - $3.2 million Expense Includes: Vendor Software $725,000 Project Management $430,000 Implementation & Configuration -$ 1.56m Data Conversion $184,000 Contingency-$326,000 Funding Software and Implementation Costs - $3.2 million Funding Sources (one-time funding sources) o $2 million Triple Flip Windfall o $889K Cityview Replacement Reserve (Automation Fee which is $300,000 to $400,000 a year) o $300K AQMD Fund Balance Ongoing Maintenance Costs o Current Cityview $55K o Proposed Accella $195K Conclusion The proposed system replaces an outdated permitting system. An extensive two year process and RFP process led to the recommendation ofAcella. Benefits Improved efficiencies and communication between Departments equates to savings in time and money for residents and contractors. System provides online, accessible resources for residents, businesses, and contractors. The system will serve us for the next 15+ years and with regular updates will stay current with technology. The City's Automation Fee has the potential to cover the cost of the system over the lifespan of the system. One time funds cover initial purchase price and implementation. Conclusion Not Implementing the new system: Retain current system that does not include all City departments. Reduces efficiencies. Current system is heavily customized and therefore unsupportable. Limited online access. Time delays from manual processing. Implementing as recommended lowers cost versus phased in approach. Questions Enterprise Land Management system procurement Agenda Item #13