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Advanced Utility Systems, an N. Harris Computer Corporation company - 2015-09-21
Dept ID PW 15-058 Page 1 of 4 Meeting Date 9/21/2015 APPP�41 1J" 7 CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION MEETING DATE: 9/21/2015 SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Fred A Wilson, City Manager PREPARED BY: Travis K Hopkins, PE, Director of Public Works SUBJECT: Approve and authorize execution of contracts for the purchase of a new Customer Information and Utility Billing System (CIS) from N Harris Computer Corporation in the amount of $1,228,000, and authorize the appropriation of funds for the purchase and implementation of the system Statement of Issue The City's current Customer Information and Utility Billing System (CIS) is twelve -years old and no longer supported by the vendor A Request for Proposal for a new system was issued in September 2014 Staff is recommending CIS Infinity from Advanced Utility Systems, a N Harris Computer Corporation company Financial Impact The initial cost of purchase and implementation of the system, first year's maintenance, and a 10% contingency is $1,228,000 Based on annual revenue collected, the cost of the system will be prorated between the Water, Sewer Service, Refuse and General Funds as follows Fund % Amount Water 60 4% $741,712 Sewer 16 8% $206,304 Refuse 17 5% $214,900 General 5 3% $65,084 Total 100% $1,228,000 Funds for the Water Fund share of the cost are included in the FY 14-15 budget in Water Fund account 50685801 84000 and sufficient funds are available for the General Fund portion in the current budget Staff is seeking appropriations to the Sewer Service Fund ($206,304) and Refuse Fund ($214,900) The total cost of the system with maintenance over a ten-year period is $1,496,000 Future costs of maintenance and other utility billing related costs will be prorated in the same fashion and included in future budget submittals Recommended Action 1) Approve and authorize the Mayor and City Clerk to execute the "Software Implementation Services Agreement Between N Harris Computer Corporation and City of Huntington Beach," and, 2) Approve and authorize the Mayor and City Clerk to execute the "Software License Agreement Between N Harris Computer Corporation and City of Huntington Beach," and, HB -39- Item 5. - I Dept ID PW 15-058 Page 2 of 4 Meeting Date 9/21 /2015 3) Approve and authorize the Mayor and City Clerk to execute the "Support and Maintenance Agreement Between N Harris Computer Corporation and City of Huntington Beach," and, 4) Appropriate $206,304 from the undesignated Sewer Service Fund balance to account 51185201 84000, and, 5) Appropriate $214,900 to Refuse Fund account 50485103 84000 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 sends out municipal services bills on a monthly basis Charges for water use, water meter, sewer service, refuse, FlreMed service, and utility tax are included on monthly bills to residents and businesses Charges for the Fats, Oils and Greases (FOG) program, which only affects food service establishments, are also billed through the current system Roughly $60M per year is billed for these services, with water and sewer charges accounting for 77% of the revenue collected The City's current Customer Information and Utility Billing System (CIS) is twelve -years old, no longer supported by the vendor, and requires daily support from Information Services staff Customer Service staff must navigate through numerous screens in order to access information on individual accounts In addition, the system does not interface well with the City's current financial system Staff is forced to employ manual "work-arounds" on a daily basis Water Commodity Rates — The City currently bills all water use at the uniform rate of $1 7535 per hundred -cubic -feet (ccf), which equates to 748 gallons In response to current drought conditions and the increasing focus on water conservation, previous City Council directed staff to develop recommendations for an allocation -based tiered water rate structure Under an allocation -based rate structure customers are assigned a monthly water "budget" based on the size of the property and number of occupants in the home Water use within the budget is billed at a lower rate, while water over the budget is billed at a higher rate Per State law, the rates are designed to cover actual costs incurred by the City Funds collected from higher tiers are used to pay for costs that occur because of water waste (conservation programs, urban runoff programs and prevention) Staff has completed the development of a recommended rate structure and will present options to the City Council at a later date The City's current billing system cannot accommodate a tiered rate structure of any kind Even if it is determined that the City should maintain a uniform rate structure, it is prudent to implement a new system that has the capability to bill various rate structures System Selection Process — Because of the crucial need for a new CIS, staff created a committee which includes representatives from Information Services, Finance/Treasurer, Public Works and the Fire Department This committee worked with an IT consultant to develop a Request for Proposal (RFP) for the purchase and implementation of a new CIS that included a list of 144 functional requirements that the City desires in a system, including the ability to accommodate tiered allocation -based rate structures A timeline of the System Selection Process is presented below 04/09/14 - Documented current workflow processes 04/17/14 - Developed list of functional requirements 09/05/14 - RFP developed and posted 10/30/14 - Project team evaluate RFP responses 11 /18/14 - Reference checks conducted Item 5. - 2 HB -40- Dept ID PW 15-058 Page 3 of 4 Meeting Date 9/21 /2015 12/09/14 - Top 3 system advance 01/06/15 - Vendor web demos 01/15/15 - Top 2 systems advance 02/05/15 - Onsite vendor demos 03/11/15 - Site visits 04/15/15 - Best & final offers received and reviewed Eight firms submitted proposals Advanced Utility Systems Cayenta Cogsdale CSS Impact CUSI Northstar Systems and Software Tyler Staff began the work of reviewing proposals and short -listing those systems that best fit the City's functional requirements Of the eight proposals received, Staff determined that five did not meet the City's needs and, therefore, would not warrant further review The remaining three companies, Advanced, Systems and Software, and Tyler, were asked to provide "web -demos" of their systems After the web - demos, staff short-listed to Advanced and Tyler and held on -site demonstrations and went on site visits to area municipalities and water districts using one of the respective systems From a functionality standpoint, staff felt that Advanced was more intuitive, much easier to navigate than the other systems and would help staff provide enhanced customer service However, the initial cost of the Tyler system was substantially less Staff requested "best and final offers" from both firms In reviewing these offers staff analyzed the initial implementation and licensing cost and the long-term cost including annual maintenance of system and assuming a ten-year life cycle Based on system functionality and long-term cost, staff selected CIS Infinity from Advanced Utility Systems (Advanced) and began the process of negotiating contract terms Advanced is a N Harris Computer Corporation company Implementation of the system is estimated to take between 15-18 months from start date to go -live Initial Project Cost Breakdown — Cost Summary Original Offer Best and Final Offer Initial Implementation Cost Category Software license fee 205,000 145,000 Turn -key vendor provided professional services 122,500 119,000 Implementation/Configuration 542,500 513,400 Data Conversion 78,750 76,500 Training* 122,500 119,000 Travel & Other Expenses* 156,750 107,500 Total Fixed Price 1,228,000 1,080,400 Software Maintenance/Support 10 Years Maintenance/Support 587,524 415,566 Total Project Cost Years 1-10 1,815,524 1,495,966 *estimated costs based on quoted hourly rates HB -41- Item 5. - 3 Dept ID PW 15-058 Page 4 of 4 Meeting Date 9/21/2015 To complete the initial Implementation of the system, staff is seeking sufficient funds to cover the Total Fixed Price shown above, the first year of maintenance and support and a 10% project contingency for a total of $1,228,000 Other Related Costs — The utility billing system replacement was originally broken into two phases a utility billing system followed by a cashiering system Staff is also beginning work on implementing a centralized cashiering system that will manage all the City's various cash collection points, including the utility billing system As the project team moves forward with implementation, there are other future system related costs to consider These include additional hardware and consultant support Environmental Status Not applicable Strategic Plan Goal Enhance and Maintain City Service Delivery Attachment(s) 1) Software Implementation Services Agreement with N Harris Computer Corporation 2) Software License Agreement with N Harris Computer Corporation 3) Support and Maintenance Agreement with N Harris Computer Corporation 4) PowerPoint Presentation — Customer Information and Utility Billing System Item 5. - 4 xB -42- I SOFTWARE IMPLEMENTATION SERVICES AGREEMENT BETWEEN N HARRIS COMPUTER CORPORATION AND CITY OF HUNTINGTON BEACH THIS AGREEMENT made as of the 2O-Fday of 5c F , 2015, is between N HARRIS COMPUTER CORPORATION ("Harris") and CITY OF HUNTINGTON BEACH ("Organization") RECITALS 1 The Organization wishes retain Harris to perform the Services (as defined herein), and 2. The Organization and Harris 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 Harris 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 Harris 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) -1- 15-4686/ 122409 (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 Harris 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 favor 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" - Harris RFP Response including Best & Final offer 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 Harris's Services In order to achieve the Completion of Services, Harris agrees, subject to the terms and conditions of this Agreement, to perform the following services (the "Services") for the Organization -2- 15-4686/122409 (a) (b) (c) Oversee and implement the conversion from the Organization's existing software applications to Harris's Software. Install the Software and perform necessary set up and configuration operations Provide training. (1) Harris 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 Harris 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 Harris's then current schedule permits Harris is not responsible for any delay in Organization's project resulting from Organization's cancellation of Services If upon Harris arrival, the Organization is not adequately prepared or has not completed the assigned tasks for such visit by Harris, then the Organization will be billed 100% of the on -site fee and scheduled on -site Services can be cancelled by Harris If additional Services are required because the Organization was not adequately prepared, Harris 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. HARRIS must be permitted to make reasonably corrective action in such event If Harris 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 -3- 15-4686/122409 (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 Harris (a) Manner of Performance -- Harris shall perform the Services in an efficient, competent and timely manner and exercise reasonable care, skill and diligence in the performance thereof (b) Harris's Discretion -- Harris 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 Harris 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 Harris 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 Harris 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 -- Harris shall respond expeditiously to any inquiries pertaining to this Agreement from the Organization (e) Independence -- As an independent consultant, Organization retains Harris on an independent contractor basis and not as an employee (f) Coordination of Services -- Harris 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 -- Harris shall maintain complete and accurate records with respect to all costs and expenses incurred under this Agreement All such records shall be clearly identifiable Harris shall allow a representative pf Organization, during normal business hours, to examine, audit, and make -4- 15-4686/122409 transcripts or copies of such records and any other documents created, pursuant to the Agreement Harris 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 Harris 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 Harris 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, Harris shall have the right to suspend the Services and the related scheduled time frames until these issues have been dealt with by Organization sufficiently and to Harris's reasonable satisfaction (c) Project Manager -- The Organization shall appoint a project manager (the "Project Manager") who shall work closely with Hams 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 Harris shall be implemented by Organization within thirty (30) days of notification to the Organization by Harris of its availability (n) Organization shall notify Harris of suspected defects in any of the Software supplied by Harris Organization shall provide, upon Harris request, additional data deemed necessary or desirable by Harris to reproduce the environment in which such defect occurred -5- 15-4686/ 122409 (111) Organization shall allow the use of online diagnostics on the Software supplied by Harris to Organization, if required by Harris during problem diagnosis Organization shall provide to Harris, 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 Harris manuals and instructions If Organization's personnel are not properly trained as mutually determined by Harris and Organization, Organization agrees that such personnel will be trained by Harris or Organization within fifteen (15) days of determination If Organization desires Harris to perform the required training then Harris 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 Harris 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 (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 Harris with a Letter of Completion confirming that Harris has fully implemented the Software Application and related services pertaining to the part of the application which has gone live, provided that, Harris has met all requirements of the Agreement, including completion of all services and work necessary for Installation of all Licensed Application Software, subject to the agreed upon Project Plan, 1101M 15-4686/122409 2 Harris has provided training to the Organization as required by this contract, Harris has provided all Licensed Application Software to be purchased under this Agreement as set forth in Attachment B, and all technical and user Documentation relating to all Licensed Application Software, All required Acceptance Testing has been completed by the Organization and the License Application Software has been found to be free of Material Errors; All Licensed Application 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, and All Software Maintenance and Support Services in place and functional ARTICLE III REPRESENTATIONS AND WARRANTIES 3.1 Warranty Harris warrants that the Services will be performed in a professional and diligent manner by personnel who are competent in performing their individual tasks Harris shall have no liability hereunder if the Organization has modified the Software source code in any manner without the prior written consent of Harris. 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, Harris 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 agrees to pay Harris 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, Harris shall, from time to time, deliver invoices to Organization Each invoice delivered to Organization by Harris shall be due and payable upon receipt thereof by Organization (c) The Organization shall reimburse Harris for (1) its direct travel expenses including, but not limited to hotel, airfare, car rental, tolls, parking and airline and -7- 15-4686/122409 travel agent fees, (2) a travel time rate of $75 00 per hour, (3) a per diem rate of $70 00 for week days and a $125 00 for weekends and statutory holidays that includes all meal, food and telecommunications expenses (no receipts will be provided), (4) a mileage charge based on the current Internal Revenue Service recommended rate per mile, and (5) all other reasonable expenses incurred in the performance of Harris's duties including courier services and documentation copying or production These costs are excluded from the total fees amount described in Section 4 1 (a) (d) 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 Harris has under this Agreement or otherwise, Harris 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 (e) Harris shall be responsible for paying all taxes, fees, assessments and premiums of any kind payable on its employees and operations Any tax Harris 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 the prices listed in Schedule "B" and such sums (including the payment of the taxes) shall be due and payable to Harris 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 be responsible for the payment of any applicable duties and sales/consumption taxes (f) In the event that Harris shall fail to meet the Go -Live date per the mutually agreed, approved and documented Go -Live date the amount payable by Organization to Harris shall be reduced as follows by only one of the applicable subsections (and where no subsection applies, no penalty is payable) 1 If Go -Live occurs 31 to 60 days beyond the approved Go- Live date, the amount payable by Organization to Harris shall be reduced by $10,000, or 11 If Go -Live occurs 61-90 days beyond the approved Go -Live date, the amount payable by Organization to Harris shall be reduced by $20,000, or ill If Go -Live occurs 91 days or more beyond the approved Go -Live date, the amount payable by Organization to Harris shall be reduced by $50,000 In no event shall the reduction in the amount payable to Harris by Organization for schedule delays exceed $80,000 Notwithstanding the foregoing, said penalties shall not apply if the failure is caused in whole or in part by Organization, or the failure is caused in whole or in part by another provider under contract with Organization for work related to the project, or as a result of events of Force Majeure In the event that 15-4686/ 122409 Organization shall suspend the performance of work, delay any deliverable date, or cause a delay in performance by failing to fulfill any of its obligations under this Agreement, then any applicable delivery shall be extended by a period of time equal to the time lost because of any such delay The total amount of any penalties assessed may be used by the Organization as credits to offset software maintenance payments, spread equally across the following two (2) years of maintenance Any disagreements as to the validity and responsibility of the cause of delay to the Go -Live date or in relation to a dispute regarding the notices for liquidated damages described above shall first be submitted to mediation pursuant to this Agreement prior to initiating litigation 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 Harris 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 Harris recognize that circumstances may arise entitling the Organization to damages for breach or other fault on the part of Harris arising from this Agreement The parties agree that in all such circumstances the Organization's remedies and Harris'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 15-4686/ 122409 (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 HARRIS 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 RESCISSION OF CONTRACT, TORT, BREACH OF TRUST, OR BREACH OF FIDUCIARY DUTY SHALL NOT EXCEED, IN THE AGGREGATE, THE FEES PAID BY ORGANIZATION TO HARRIS 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 Harris 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 Maieure 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, -10- 15-4686/ 122409 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 -- Harris 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, unless such information falls into the public domain by disclosure or other acts of the Organization or through the fault of the Organization, Harris agrees (i) to maintain this information in confidence, (u) 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 Harris; 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 Harris, 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 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 Harris should neglect to perform the Services properly or otherwise fail to comply with the requirements of this Agreement, the Organization must notify Harris in writing of such default (a "Default Notice"). Upon receipt of a Default Notice, Harris 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 Harris 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 - 11 — 15-4686/122409 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 Harris of only that part of the fee earned by Harris for those Services performed up to the time of communication of such notice of termination to Harris (c) If the Organization should fail to comply with its obligations under this Agreement, Harris 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 Harris, 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, Harris may terminate the whole of this Agreement and in such case the Organization will be responsible for payment to Harris of only that part of the fee earned by Harris 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 attorneys 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 -12- 15-4686/122409 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 in 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 Hams, to N HARRIS COMPUTER CORPORATION 1 Antares Drive, Suite 400 Ottawa, Ontario K2E 8C4 Attention CEO Telephone 613-226-5511, extension 2149 and in the case of the Organization, to CITY OF HUNTINGTON BEACH Attention Jim Slobojan, Finance Manager 2000 Main Street Huntington Beach, CA 92648 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 Harris by any of its employees or agents, or contained in any sales materials or brochures, shall be deemed -13- 15-4686/122409 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 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 Jury Organization and Harris 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 Harris in connection therewith or contemplated thereby 6.12 Invalidity 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 - 14- 15-4686/ 122409 may serve as the basis for similar agreements whereby other entities may contract separately with Harris Organization agrees that Harris 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 -15- 15-4686/122409 IN WITNESS WHEREOF the parties hereto have duly executed this Software Implementation Services Agreement to be effective as of the date first written above N HARRIS COMPUTER CORPORATION By Al- 16 (print or type name) Its (circle one) Chairman/President/Vice President AND By �,; .0 /'� CMG - Z'1 Cx �'�'�'i � �/►%% � L',c.v�c� (print or type name) Its (circle one) Secretary/chief Financial Officer/ Asst Secretary -Treasurer Director of Public Works CITY OF HUNTINGTON BEACH, a municipal corporation of the State of California N" .. APPROVED AS TO FORM City Attorney �I q, INITIATED AND APPROVED -16— Director of Finance REVIEWE D APPROVED. rty Manager IFIfoector of Information Services 15-4686/122409 Schedule "A" Scope of Work [to be inserted] HB -59- Item 5. - 21 City of Huntington Beach Scope of Work For the Implementation of CIS Infinity Item 5. - 22 xB -60- Table of Contents Introduction........................................................................................................................................4 Background 4 Objectives 4 Pointsof Contact.....................................................................................................................................6 Primary Point of Contact (POC) - City 6 Primary Point of Contact (POC) - Advanced 6 ProjectScope...................................................................................................................................... 7 Definitions..............................................................................................................................................8 Rolesand Responsibilities....................................................................................................................9 Advanced Responsibilities 9 City Responsibilities 9 Task1 — Project Management............................................................................................................11 Subtask 1 1 — Project Planning 11 Project Schedule 11 Communication Plan 11 Change Management Plan 12 Test Plan 12 Training Plan 12 Risk Management Plan 12 Change Control Process 12 On Site Project Facilities 12 Subtask 1 2 — Status Reports 13 Subtask 1 3 — Quarterly Sponsor Review 13 Task 2 — CIS Infinity Interfaces and Software Modifications...............................................................14 Subtask 2 1 — Modified Interfaces 14 Subtask 2 1 1 — ESRI Geographic Information System (GIS) 14 Subtask 2 2 — Configured Interfaces 15 Subtask 2 2 1 — General Ledger — JD Edwards 15 Subtask 2 2 2 — Accounts Payable (Refunds) — JD Edwards 15 Subtask 2 2 3 —Meter Inventory — JD Edwards 15 Subtask 2 2 4 — Meter Reading — Radix 15 Subtask 2 2 5 — Meter Reading — Aclara AMI 16 Subtask 2 2 6 — Mass Meter Change Out — Aclara AMI 16 Subtask 2 2 7 — Payment — Union Bank Error! Bookmark not defined. Subtask 2 2 8 — Payments - Lockbox Error! Bookmark not defined. Subtask 2 2 9 — Payment — Official Payments Error! Bookmark not defined. Subtask 2 2 10 — Payment — InfoSend 16 Subtask 2 2 11 — ACH 17 Subtask 2 2 12 — InfoSend - Bill Print and Notices 17 Subtask 2 2 13 — Collection Agency 17 Subtask 2 3 — Software Modifications 17 Exclusions 18 Task3 - Implementation Approach........................................................................................................19 Subtask 3 1 — Phase 1 — Project Initiation 19 Subtask 3 2 — Phase 2 — Functional and Data Conversion Discovery Analysis 20 Subtask 3 2 1 — Functional Discovery Analysis Workshops 21 Subtask 3 2 2 — Data Conversion Analysis Workshop 22 Subtask 3 3 — Phase 3 — Interface/Modification Discovery & Specification 22 Subtask 3 4 — Phase 4 — Other Discoveries 23 Scope of Work — City of Huntington Beach Page 2 of 38 HB -61- Item 5. - 23 Subtask 3 4 1 — Reports Discovery Subtask 3 4 2 — Bill Print Discovery Subtask 3 4 3 — Infinity Mobile Discovery (Optional) Subtask 3 4 4 — Infinity Link Discovery (Optional) Subtask 3 5 — Phase 5 — Initial Configuration and Conversion Subtask 3 6 — Phase 6 — Core Team Training Subtask 3 7 — Phase 7— Reports Development and Delivery Subtask 3 8 — Phase 8 — Interface/Modification Delivery Subtask 3 8 1 — Configurable Interface Delivery Subtask 3 8 2 — Modified Software and Modified Interfaces Delivery Subtask 3 9 — Phase 9 — Software Testing Subtask 3 10 — Phase 10 — End User Training Subtask 3 11 — Phase 11 — Cut Over Plan/Go/No Go Criteria Subtask 3 12 — Phase 12 — Transition to Live Subtask 3 13 — Phase 13 — Post Go Live Schedule 1 — Fee Structure and Services Payment Milestones ......................................... License Payment Milestones Service Payment Milestones Appendix A — Table of Responsibilities for Deliverables................................................... Scope of Work — City of Huntington Beach 23 24 24 24 25 25 26 26 26 26 27 28 29 29 30 ... 31 33 33 .... 35 Page 3 of 38 Item 5. - 24 xB -62- The project is defined as the provision of a complete Customer Information and Utility Billing System ("CIS System") inclusive of software and implementation services The CIS System to be implemented by Harns' Advanced Utility Systems ("Advanced"), for the City of Huntington Beach's ("City") customer information system (CIS) replacement is CIS Infinity, Advanced's comprehensive customer information and utility billing software This document sets forth the general Scope of Work (SOW) required from Advanced, as well as defines the principal activities and responsibilities of both Advanced and City for the installation and implementation of a new CIS System The project as outlined in this SOW encompasses all aspects of the CIS System implementation services, including but not limited to project management, data conversion, software control file configuration, design, development and testing support of interfaces, modifications and reports, and training Background The CIS System will replace the current legacy AMX CIS in use by City which runs on a SQL 2005 The CIS System will be installed and configured to meet the customer information and billing needs identified by City and will be consistent with existing and planned utility customer service business processes and technology The CIS System data will be stored in a Microsoft SQL Server database The CIS System shall provide City with CIS capabilities for the various utilities services provided by City which include water, sewer refuse and firemed Objectives City will replace its existing system with the CIS System The solution will be functionally rich in the following areas • Account Management • Billing Management • Cashiering and Payments Management • Credit and Collection Management • Customer Management • Customer Self -Service • Financial Management • Meter Inventory • Rates Management • Service Order Management (including Mobile Field Service) • Usage Management City's objectives are to Scope of Work — City of Huntington Beach Page 4 of 38 HB -63- Item 5. - 25 • To provide exceptional levels of customer service. The need for City to satisfy customers and provide exceptional levels of customer service is a primary objective and critical need of City • To provide for long-term stability of the customer information. The CIS System will be stable and reliable with a product roadmap that shows future support and enhancements The CIS System will be supported by Advanced, easily configurable and upgradeable, meeting City's business needs for the foreseeable future • To provide for integration across business systems. The CIS System will interface with other applications, current and future, through standard integration techniques • To provide for accommodating growth through technology. The CIS System will be based on current technology • To provide innovation and excellence. The CIS System will provide a foundation to meet intermediate and longer -term needs for innovation and excellence in serving the customer and providing cost-effective, environmentally sound service Scope of Work — City of Huntington Beach Page 5 of 38 Item 5. - 26 xB -64- Primary Point of Contact (POC) - City Name Jim Slobojan Title Finance Manager— Fiscal Department Organization City of Huntington Beach Address 2000 Main Street, Huntington Beach, CA 92648 Phone 714-960-8820 Email jslobojan@surfcity-hb org Website www surfcity-hb orq Primary Point of Contact (POC) - Advanced Name TBD Title Project Manager Organization Advanced Utility Systems Address 2235 Sheppard Ave East Suite 1400, Toronto, ON M2J 5B5 Phone 416-496-0149 Ext XXX Email Scope of Work — City of Huntington Beach Page 6 of 38 HB -65- Item 5. - 27 pje� i►�cTp_iY _� \� lily.,, l pt Advanced will lead the implementation of the CIS System, ensuring the fulfillment of all the technical and functional requirements as listed in Advanced's response to City's RFP As such, Advanced will provide the following implementation services • Project Initiation and Management • Installation of CIS Infinity • Optional Installation of Infinity Mobile and Infinity Link (optional items are to be included in the scope via the change order process) • Discovery Analysis • Configuration and Conversion • Core Team Training • Custom Reports Development and Delivery • Interface and Modification Specification, Development and Delivery (exclusive of the non - CIS Infinity side of the interface) • System Testing and User Acceptance Testing • End User Training • Transition to Live • Post Go Live Support Scope of Work — City of Huntington Beach Page 7 of 38 Item 5. - 28 HB -66- Di ,..ton�. Name Definition 1_ k . Baseline Accounts A selection of accounts that represents the City's business that profiles the various combinations of types of accounts and associated services for their use in test cases throughout the CIS implementation CIS Customer information and billing system CIS Infinity The Advanced customer information and billing system CIS System All Advanced licensed software (CIS Infinity, Infinity Link -Optional, Infinity Mobile -Optional) and implementation services Configuration Changes to the software without source code or structural data model chan es occurrin Core Team Training Instructor led training delivered by Advanced to the identified Project Team members of City on the CIS System encompassing all modules that will be utilized by them End User Training Instructor led training of the CIS System delivered by Advanced in coordination with the City Core Team to City employee base utilizing s ecific areas of the system Modification A change to the code base or a structural data model change AMX City's current customer information and billing system to be replaced by CIS Infinity Scope of Work — City of Huntington Beach Page 8 of 38 HB -67- Item 5. - 29 The roles and responsibilities are summarized below and further detailed by task and subtask in Appendix A — Table of Responsibilities Advanced Responsibilities: Advanced will maintain project communications with City's Project Manager 2 Advanced will manage the efforts of the Advanced staff and coordinate Advanced activities with the City's Project Manager 3 Advanced will Conduct regular (e g weekly or as required) telephone status report conversations with the City's Project Manager 4 Advanced will participate in weekly reviews with City's implementation team Participation can be waived by mutual agreement Advanced will provide timely responses to critical issues raised by City's Project Manager 6 Advanced will prepare and submit a status report that includes the accomplishments of the previous month, activities planned for the current month and an update to the Project Schedule in MS Project format, as well as an update to the action item list 7 Advanced will prepare and submit project change proposals to City's Project Manager as necessary 8 Advanced will resolve deviations from the Project Schedule 9 Advanced will monitor the project to ensure that support resources are available as scheduled 10 Advanced will coordinate and oversee the installation of all licensed Advanced software 11 Advanced will coordinate and oversee the development efforts of all enhancements and interfaces City Responsibilities: City will provide, install and configure the hardware, operating system and database platform required for the CIS System 2 City will provide information required to configure the CIS System City will provide Advanced full and supervised access to the facilities and appropriate personnel that are required to accomplish their tasks 4 City will establish an Implementation Team that is representative of the operational areas that will be affected by this project City will designate a Project Manager who will manage the efforts of City Implementation Team and/or staff and coordinate activities with the Advanced's Project Manager 6 City's Project Manager will maintain project communications with Advanced's Project Manager Scope of Work — City of Huntington Beach Page 9 of 38 Item 5. - 30 HB -68- 7 City's Project Manager must ensure that City's personnel have the time, resources, and expertise to carry out their respective tasks and responsibilities 8 City's Project Manager or designee will participate in the scheduled (e g weekly or as required) status meetings with the Advanced's Project Manager 9 City will review current business practices, consider and/or adopt new business practices as needed 10 City will provide timely responses to critical issues raised by the Advanced's Project Manager 11 City will supply the training room, computers for all users as well as the projector, screen and internet 12 City will ensure mutually agreed upon Change Orders are approved and process in accordance with the Change Order Procedure 13 City will ensure Advanced has administrator level access to City's CIS system, including any application server, web server, and database server used for CIS Infinity and associated products via a remote desktop environment as well as on -site access 14 City will ensure workspace is available at City work site for Advanced's project team 15 City will ensure access to telephones at the work location for the duration of the project 16 City Staff will attend scheduled training sessions 17 City will perform testing as required including data conversion testing, interface integration testing, and system acceptance testing Scope of Work — City of Huntington Beach Page 10 of 38 HB -69- Item 5. - 31 'ira k 1ems*Projqq# Management General Project management occurs throughout the project Advanced shall provide all required project management to complete the installation and implementation of the CIS System The Advanced Project Manager (PM) will meet with City Project Manager to describe the methodology that Advanced will employ in the delivery of services The Project Schedule and SOW are the primary documents defining work scope, resources and schedule Each Project Schedule task shall include • Task name/description • Relevant task predecessors • Task duration (measured in days) • Resources assigned accomplish the task The Project Schedule shall be reviewed and confirmed with City's Project Manager City Project Manager will approve all deliverables and associated invoices for this SOW as well as provide oversight and guidance to ensure that completion of this SOW meets City's objectives within the designated timeframe and budget Project Start-up will involve all members of the Advanced and City's Project Team Advanced and City will partner together for successful project execution City will establish an Implementation Team as set forth under "City Responsibilities" to help Advanced better understand business requirements and to learn and assist Advanced in the implementation of the CIS System Subtask 1.1 — Project Planning Project Planning will consist of developing project control policies and procedures in accordance with industry standard practices for project administration, execution, and tracking Advanced will lead the effort to complete the Project Planning with City input and approval Project Planning will include the following Project Schedule Advanced will present a draft Project Schedule at the Project Kick-off Following collaborative review by City and Advanced Project Managers, the Project Schedule will be updated by the Advanced Project Manager for approval by City's Project Manager This initial Project Schedule will be used as a baseline for control of the project Advanced will be responsible for updates to the Project Schedule based on changes approved by City The Project Schedule will be one project control mechanism used to manage, track, and evaluate Advanced's performance Advanced will work with City's Project Manager to identify all tasks, deliverables, and appropriate milestones where City information/activity is required and where timeline dependencies for subsequent Advanced activities exist within the Project Schedule Communication Plan Advanced will lead the effort with assistance from City to identify the Advanced and City human resource needs and how they will be used to accomplish tasks and document the methods by which communication will take place during the CIS System implementation There will be weekly and monthly Scope of Work — City of Huntington Beach Page 11 of 38 Item 5. - 32 xB -70- review meetings, monthly reports, and quarterly sponsor review meetings The content and format of review meetings, status reports, and presentations to the Executive Sponsor(s) will be outlined An escalation process and several communication tools within these processes will be updated to ensure a clear understanding of the project standing relative to an on -time, on -budget delivery The timing of these meetings will be scheduled with City and Advanced PM's during the project kick off meeting Change Management Plan Advanced will lead the effort with assistance from City to document the approach to effectively prepare City for the changes to the organization resulting from the CIS System implementation The Change Management Plan will document the internal and external communication approaches to be used by City to keep employees and customers informed of change throughout the project Test Plan Advanced will coordinate a joint effort with City to document the overall testing approach for the three testing phases Functional, Integration, and User Acceptance testing A Test Matrix will be used to document the test scripts for the Integration and User Acceptance test phases, logging the responsibility for testing, timing and the test results For the Functional test phase baseline accounts will=be used to compare legacy data to converted data in CIS Infinity The approach to issue (defect) identification and resolution will be addressed in the Test Plan, including use of CustomerWise, Advanced's online tool for documenting and tracking issues Responsibility for assignment of ownership and priority, correcting, tracking and status review, retesting, and confirmation of closure of issues, will be defined Training Plan Advanced will coordinate a joint effort with City to document how users will be trained on the software taking into consideration the CIS System configuration, enhancements, interfaces, City business processes and other changes as a result of the Discovery Analyses The Training Plan will include training matrices that outline what users (technical, core team, and end users) will learn in each class and will describe course material Risk Management Plan Advanced will coordinate a joint effort with City to document project risks The Risk Management Plan documents processes to identify, control, monitor and communicate risks and/or issues, thereby ensuring timely and effective resolution The Risk Plan outlines risk/issue ownership, decision -making authority and accountability Change Control Process Advanced will coordinate a joint effort with City to document a Change Control process to manage project scope The Change Control process will identify how changes are initiated and their impact on the project will be identified, documented and communicated to City Appropriate sign -off channels will be developed for Change Order approval On Site Project Facilities City will provide desk space for the Advanced team members while onsite at City City will provide access to, printers within the facility, all network drives required for the shared project resources, project Scope of Work — City of Huntington Beach Page 12 of 38 HB -71- Item 5. - 33 servers, all instances of the CIS software and full external internet access, (wireless preferred) for each Advanced team member including unimpeded access to Advanced's VPN City will make available meeting spaces as required for project meetings Meeting spaces should be equipped with a white board and markers, flip chart, LCD projector, conference phone and internet connection City shall establish a train ingltesting room that will provide space, computers (with necessary software) and access to the software for the number of users specified in the contract plus one for Advanced The training room will be equipped with a white board and markers, flip chart, LCD projector, conference phone and internet connections Advanced will install Infinity CIS in a production/training and test environment on City supplied hardware and will support both throughout the implementation Once City is live on CIS Infinity, the production environment will be supported by Advanced Advanced will provide technical documentation to City on the procedures to create additional domains at the City's discretion Subtask 1.2 - Status Reports Status reporting provides a mechanism for monitoring and controlling the project progress Advanced will use various methods to communicate regularly with City including status reports and status meetings Additional project communications will be performed via E-mail and telephone on an as needed basis Advanced's Project Manager will attend status meetings with City Project Manager either in person of via telephone conference call to focus on project status/progress, issues which could impact project schedule, technical or operational issues affecting the project and risk assessment These meetings shall occur on a weekly basis Advanced will provide a weekly status report documenting work in progress compared to schedule, issues, actions, risks and budget Advanced will also provide a monthly summary of project progress, including significant risks and issues resolved and significant risks and issues raised Subtask 1.2 — Deliverables Subtask • Weekly Status Meeting and Report e 0 Monthly Project Progress Summary Subtask 1.3 - Quarterly Sponsor Review Advanced will prepare a Quarterly Sponsor Review to be attended by project management and project sponsor staff from both City and Advanced The quarterly sponsor review meeting will review progress to date, future actions, and will validate, on a quarterly basis, that the Go Live date is still achievable for both parties The dates for these meeting will be determined jointly by the City and the Advanced PM Subtask 1.3 — Deliverables =,IVQuarterly Sponsor Review Scope of Work — City of Huntington Beach Page 13 of 38 Item 5. - 34 HB -72- �aT��.�, paw. #,,� - I hl 1f nit n* s ,,,4P S ret i�x���� Mog,ft icatiois This task covers the development and configuration of CIS Infinity interfaces to existing City of Huntington Beach systems and modifications to CIS Infinity, and/or related products in the Infinity product suite, if any, to meet Huntington Beach's CIS needs All development work completed by Advanced will be communicated, in advance, to the Huntington Beach Project Manager so that the Project Manager has visibility to all Advanced interface development work Subtask 2.1 - Modified Interfaces The following group of interfaces will require development efforts from Advanced, and potentially Huntington Beach staff or a third party vendor, to support the specific interface requirements Advanced will analyze, specify, develop, Q/A, and deploy the following group of interfaces required by Huntington Beach under this SOW The specific system Modifications required to support a specific interface will be determined during the Interface/Modification Discovery process Advanced will create detailed combined Functional/Technical Specifications for each interface requiring development effort from Advanced's technical staff Subtask 2.1.1- ESRI Geographic Information System (GIS) Huntington Beach requires a two-way interface between CIS Infinity and their GIS system that utilizes ESRI Arc GIS products This two-way interface will provide access to GIS information from CIS Infinity, and provide to the GIS CIS Infinity data for presentation in the GIS Using dynamic hyperlink functionality users of CIS Infinity will be able to access GIS information related to a specific service address presented in a GIS web -based viewer Any data element (or combination of data elements), such as GPS (XN) coordinates, on the Customer/Account Inquiry form, can be linked to the GIS application Clicking on a linked data element will call a web page created by Huntington Beach displaying GIS information specific to the linked data element Using web services or SQL views, Huntington Beach can retrieve and format data from CIS Infinity as an output for import to and presentation in the GIS application in a web -based map viewer The data retrieve will include meter, customer and account information III Master Address For services addresses added or updated within CIS Infinity, a real time verification of the service address against the GIS database will be performed The interface will validate service address information entered in CIS Infinity against the master address system The interface will also support the ability to update information related to a service address in CIS Infinity from the master address information in the GIS system The specific system modifications required to support the various components of the GIS interface will be determined during the Interface and Modifications Discovery process Separate specifications may be developed for each component of the GIS interface depending on complexity and technology Scope of Work — City of Huntington Beach Page 14 of 38 HB -73- Item 5. - 35 Subtask 2.2 - Configured Interfaces The following group of interfaces will be configured using CIS Infinity configuration Specifications will not be produced for configurable interfaces, as they are configured rather than programmed into the system Advanced will produce a Configuration Document for the following interfaces Configurable interfaces are typically configured using the built-in Advanced Interface Manager configuration module Advanced will configure the following interfaces Subtask 2.2.1- General Ledger- JD Edwards Huntington Beach requires a one-way interface to export general ledger information from CIS Infinity to the JD Edwards general ledger module The General Ledger interface will export in batch a text file containing summarized general ledger journal entries for updated billing, cash and cash adjustment batches from CIS Infinity to the General Ledger module as un-posted journal entries where they can then be processed The general ledger information transferred contains details about the originating batch in CIS Infinity for cross-referencing purposes The file format will be configured using the Advanced Interface Manager Subtask 2.2.2 - Accounts Payable (Refunds) - JD Edwards Huntington Beach requires a one-way interface to export accounts payable information for customer refunds between CIS Infinity and the JD Edwards accounts payable module The Accounts Payable interface will populate JD Edwards "Z tables with the appropriate customer and refund amount information for the purposes of issuing refund checks to customers in the Accounts Payable module Refund check transactions would be based on the existing refund transactions configured in CIS Infinity This will be a periodic batch process Subtask 2.2.3 -Meter Inventory - JD Edwards Huntington Beach requires a one-way batch interface to import new water meter records into CIS Infinity from JD Edwards The meter inventory interface will import new meter information and create new meter records in the meter inventory table in CIS Infinity CIS Infinity currently contains functionality to import meter information using a configurable file format defined using the Advanced Interface Manager This information can be imported on demand or scheduled using the Meter Inventory Import Process Subtask 2.2.4 - Meter Reading - Radix Huntington Beach requires a two-way batch file interface between CIS Infinity and their Radix meter reading software The interface will export account and meter related information from CIS Infinity to Radix The interface will support the import of the meter data reads, meter notes, comments and trouble codes Scope of Work — City of Huntington Beach Page 15 of 38 Item 5. - 36 HB -74- for billing purposes Both the export and the import files will be configured using the standard configurable Itron MV-RS formats Subtask 2.2.5 - Meter Reading - Aclara AMI Huntington Beach requires a one-way batch file interface between CIS Infinity and the Aclara AMI meter software for electronically read meters The interface will support the import of the meter data reads from the Aclara AMI system, meter notes, comments and trouble codes for billing purposes The format of the meter reading import file will be configured using the Advanced Interface Manager Subtask 2.2.6 - Mass Meter Change Out - Aclara AMI Huntington Beach requires a two-way batch file interface between CIS Infinity and the Aclara AMI meter software to support the mass meter change out process from touch to AMI meters The interface will support the export of meter, account and route information for the selected touch meters to be changed out, and the import of new meter information for the newly installed AMI meters, including all pertinent information needed for successfully recording the new meter installation in CIS Infinity The format of both the export and the import of the mass meter change out Subtask 2.2.7 - Payment - Bill Concentration File Huntington Beach requires a one-way batch interface to import payment information from various sources, such as Union Bank or Official Payments, contained in a bill concentration file CIS Infinity currently supports the importing of payment information on demand or scheduled using a configurable text file format defined using the Advanced Interface Manager Subtask 2.2.8 - Payments - Remittance Processor Lockbox Huntington Beach requires a one-way batch interface to import payment information processed by their Remittance Processing Systems (RPS) CIS Infinity currently supports the importing of payment information on demand or scheduled using a configurable text file format defined using the Advanced Interface Manager Subtask 2.2.10 - Payment - InfoSend Huntington Beach requires a one-way batch interface to import payment information contained in a file received from InfoSend CIS Infinity currently supports the importing of payment information on demand or scheduled using a configurable text file format defined using the Advanced Interface Manager Scope of Work — City of Huntington Beach Page 16 of 38 HB -75- Item 5. - 37 Subtask 2.2.11- ACH Huntington Beach requires an interface to export a file of customers signed up for ACH payments to Huntington Beach's bank CIS Infinity currently supports the exporting of standard ACH files that conform to NACHA standards Subtask 2.2.12 - InfoSend - Bill Print and Notices Huntington Beach requires an interface to export text files of information required by their third party bill print and notice provider (InfoSend) to generate customer bills and collection notices An electronic file will be created to export in the Advanced standard electronic bill presentment (EBP) and collection notice formats, from CIS Infinity, all billing and customer information required by InfoSend Subtask 2.2.13 - Collection Agency Huntington Beach requires a one-way batch interface between CIS Infinity and their collection agency for customers with outstanding amounts owing The interface will export basic customer/account/balance information for collection agency debt recovery purposes from CIS Infinity, for customers with outstanding amounts owing CIS Infinity currently supports the exporting of customer/account information using a configurable text file format defined using the AIM CIS Infinity will also create a collection agency record on the account with pertinent details In the event that additional interfaces are identified during the Discovery process, the jointly -developed Change Order process as defined in Subtask 1 1 will be followed Subtask 2.3 - Software Modifications Advanced will analyze, specify, develop, Q/A, and deploy the following modifications required by Huntington Beach under this SOW Advanced will identify the specific development efforts required to support these modifications during the Interface/Modification Discovery and Specification Phase Advanced will create detailed combined Functional/Technical Specifications for each modification requiring development effort from Advanced's technical staff No modifications have been identified In the event that additional modifications are identified during the Discovery process, the jointly developed Change Order process as defined in Subtask 1 1 will be followed Scope of Work — City of Huntington Beach Page 17 of 38 Item 5. - 38 HB -76- Exclusions The following have been excluded from this Scope of Work, unless noted otherwise 1. Rate Structural Changes Advanced will provide normal rate updates throughout the course of the implementation at no extra charge providing the rate change occurs during the implementation timeframe Advanced will not support a rate change that departs substantially from the current rate structures that are in force at the time of contract signing and/or as documented in the Functional Discovery document Any substantial change in rates methodology and deployment will be considered out of scope and will be subject to a Change Order 2. Harris Payment Gateway and Third Party Payment Processor Electronic payment processing is provided via the Harris Payment Gateway (HPG) and our HPG payment partners Payment transaction fees apply An interface to a non HPG payment partner is considered customized development A minimum $30,000 development fee, 25% annual maintenance fee and payment gateway transaction fee will apply Scope of Work — City of Huntington Beach Page 18 of 38 HB -77- Item 5. - 39 Task 3 -. m em rtdo r ►roat This task covers the implementation approach Advanced will take to replace City's current CIS with the CIS System Advanced will implement a phased approach as described herein Subtask 3.1 - Phase 1 - Project Initiation The Advanced PM will work with the City Project Manager and staff to organize project information for the preparation of the Project Schedule (see Taskl) The Advanced PM will be onsite to organize and present all of the information required to start the project and will, at a minimum, address the following areas Project Schedule • Project planning documents including but not limited to the Communication Plan, Change Management Plan, Test Plan, Training Plan, Risk Management Plan, and Change Control Process as described in Subtask 1 1 • CIS Infinity server software installation and desktop installation rollout • Training Course Syllabus for Core Team, Technical Team, and End User Training (part of the Training Plan) • CustomerWise set-up and overview • Access to CIS Infinity Entity Relationship Diagram and Data Dictionary • Project Team Contact List which includes users that need access to CustomerWise • Overview of the operations of CIS Infinity via WebEx • Functional and Data Conversion Discovery agendas delivery and review The Advanced PM will oversee the daily activities of the project and work in conjunction with the City's Project Manager and staff to ensure effective management of staff resourcing, forward planning initiatives and day to day project deliveries Subtask 3.1— Deliverables k' • Project Kickoff Meeting z V • Initial Project Schedule y'° • Project planning documents including but not limited to the, Communication Plan, Change Management Plan, Test Plan, Training Plan, Risk Management Plan and Change Control .,k Process Software Installation, Installation Training and Installation Report Training Course Syllabus • CustomerWise Overview Access to the Data Dictionary Scope of Work — City of Huntington Beach Page 19 of 38 Item 5. - 40 xB -78- • Access to the Entity Relationship Diagrams • Project Team Contact List • CIS Infinity System Overview • Functional and Data Conversion Discovery agendas delivery and review Subtask 3.2 — Phase 2 — Functional and Data Conversion Discovery Analysis Advanced will review the detailed data and business, requirements of City This analysis will provide an association between City's business practices and the required CIS Infinity configuration The Functional and Data Conversion Discovery Analysis phase will be led by Advanced and broken out into functional and data conversion workshops The workshops review the functional and data conversion areas of the system and are the basis for how Advanced will configure, and convert all of the required business functions, business logic and data in the system Prior to the start of the Functional and Data Conversion Discovery Analysis phase, City will gather the following information in preparation for the sessions, if documentation is available • All rate tariffs and system generated fees • Chart of Accounts for GUAP interfacing • Meter Reading process flow, vendor and file layout • All required service order information • File layouts for all required interfaces • File layouts and samples of current bill prints, notices, door hangers and letters • All payment types received and any associated payment information, source of payments, tender types, interface files • Process flows of penalties, collections, disconnections, bankruptcy and write offs • Process flows of move in, move out process • Billing process flow • All Daily, weekly, Month End and Year End Report Requirements • Data setup of persons, premises, service types • City ordinances related to business processes Scope of Work — City of Huntington Beach Page 20 of 38 xB -79- Item 5. - 41 Subtask 3.2.1- Functional Discovery Analysis Workshops Advanced will conduct onsite Functional Discovery Analysis Workshops These workshops will be led by Advanced to appropriately review and confirm all required information for the areas listed below Advanced and City will identify the necessary City staff needed to attend these workshops two to four weeks in advance Reports and Bill Print discoveries as outlined in Subtask 3 4 will be separate from the main functional discovery workshops and will be conducted at a time indicated in the Project Schedule Advanced will create a Functional Discovery Document that will address the items from the functional requirements and include, at a minimum, the following areas 1. Foundation Review of all of the basic system set up areas and logical business rules including but not limited to account types, services, account number structure and customer number structure 2. Customer Information Review of addresses and phone numbers, lookups and address and occupancy types 3. Meters and Meter Inventory Review of meter types, meter inventory process and controls, manufacturers, units and other pertinent meter information 4. Billing Review of the entire meter reading to billing process with a review of all processing and exceptions reporting 6. Rates Review of the rate tariff and functional requirements for setting up rates, seasonal rates, temporary rates, proration, taxes and any rate rebates or discounts 6. Cashiering Review of all payment types, interfaces, automated clearing house, endorsements, receipts and unapplied payments processing 7. Collections Review of all collections procedures, payment arrangements, exemptions, penalties, notices, disconnections, agency, add to tax/liens, tax certification, bankruptcy and write-off processes including all applicable fees 8. Move in Move Out Review of the process flow and all applicable setups, fees and follow up processes with the move in move out process 9. Accounting Review of General Ledger Setup and chart of accounts for GUAP processing and refunds processing Review of Year and month end closing including reporting requirements 10. Service Orders Review of requirements for full service order processing and follow up actions control Subtask 3.2.1— Deliverables r, W\'+ , • Functional Discovery Workshop \ fives as • Functional Discovery Document Scope of Work — City of Huntington Beach Page 21 of 38 Item 5. - 42 xB -80- Subtask 3.2.2 - Data Conversion Analysis Workshop In addition to Functional Discovery Analysis Workshops, Advanced will conduct a remote or onsite Data Conversion Discovery Analysis Workshop From this workshop Advanced will produce a Data Conversion Plan The data conversion analysis workshop will be led by Advanced to appropriately review and confirm all required information for these areas Advanced will identify the City staff needed to attend these workshops two weeks in advance Advanced will work with City to determine how to convert the existing legacy data into CIS Infinity A full explanation of the process and definition of standard data validation parameters, as well as any site - specific data validation parameters will be reviewed and adopted Data validation criteria and a data map are presented and reviewed jointly by Advanced and City The Data Conversion Plan will include the data mapping document and data validation parameters Subtask 3.2.2 — Deliverables libta AA Data Conversion Workshop Data Conversion Plan k Subtask 3.3 - Phase 3 - Interface/Modification Discovery & Specification Advanced will conduct a remote or onsite Interface/Modification Discovery Analysis Workshop Advanced will provide a Discovery Agenda and working with City identify necessary City staff needed to attend this workshop two weeks in advance Advanced will review with City all interfaces and modifications identified in Task 2, to be configured or programmed in CIS Infinity Advanced will review the specification process and map out the timeline required to complete the specifications, coding, Q/A, deployment, and testing Below are the minimum topics that will be covered • Data source(s) identification, obtain data dictionaries, table relationships, etc • Method of moving the data between databases, including the format the data might be in, during the move (e g , XML, ASCII, staging tables, DTS, etc) • Direction of dataflow and frequency of data exchange • Data validation efforts needed, if any • Error handling • Data mapping from one database to another • Requirements analysis Advanced will produce a Functional Specification Document and Technical Specification Document for review and acceptance by City Each specification will outline the following • Document Overview • Revision History • Functional/Technical (as appropriate) Summary • Process Overview Scope of Work — City of Huntington Beach Page 22 of 38 HB -81- Item 5. - 43 • Functional/Technical (as appropriate) Modification • Impact to System Operation • Questions Advanced will conduct a review of the documentation with City remotely to make any changes to the specifications Subtask 3.3 — Deliverables ® Interface and Modification Discovery Agenda • Interface/Modification Discovery Workshop • Interface Configuration Document • Functional Specification Document • Technical Specification Document Subtask 3.4 - Phase 4 - Other Discoveries Subtask 3.4.1- Reports Discovery City will complete a report template and Advanced will conduct a remote Reports Discovery Analysis Workshop to review City's CIS Infinity reporting requirements The discussion will include searches, querying, and a review of CIS Infinity's standard reports City will outline all the required base reports including but not limited to the auditor's, rates, revenue, and cash reports in a Reports Analysis Spreadsheet During the Reports Discovery, Advanced will work with City to align each required report to an already existing report in CIS Infinity Any required report that does not have a standard report match or has not been identified below as a required custom report, will be considered out of scope and will follow the Change Order process as identified in Subtask 1 1 City will need to provide the logic to complete these reports Reports identified as required by City in the Reports Discovery phase will be documented in the Reporting Analysis Spreadsheet The Reporting Analysis Spreadsheet will indicate the available CIS Infinity standard report names to each required report and identify those that would require customization Subtask 3.4.1— Deliverables Reports Discovery' Reports Analysis Spreadsheet Scope of Work — City of Huntington Beach Page 23 of 38 Item 5. - 44 HB -82- Subtask 3.4.2 - Bill Print Discovery Advanced will conduct a remote Bill Print Discovery Workshop This workshop will be led by Advanced to review of all bill print types, notices and receipts including a -bills (Infinity Link -Optional) City outsources it bill print to a third party vendor Advanced will replicate the third party vendor's layout for the bill print, so that City can re -print these documents in house if desired Advanced will produce a Bill Print Specification for review and acceptance by City Subtask 3.4.2 — Deliverables ;,. • Bill Print Discovery Workshop • Bill Print Specifications Subtask 3.4.3 - Infinity.Mobile Discovery (Optional) Advanced will conduct a remote Infinity Mobile Discovery Workshop This workshop will be led by Advanced and will review City's mobile service order requirements including a detailed review of City's business rules and technical environment Prior to the start of the Infinity Mobile workshop, City will complete the Infinity Mobile Checklist provided by Advanced Advanced will create an Infinity Mobile Discovery Document that will include the Technical Checklist Subtask 3.4.3 — Deliverables • Infinity Mobile Discovery Workshop sk 3'0 Infinity Mobile Checklist • Infinity Mobile Discovery Document Subtask 3.4.4 - Infinity.Link Discovery (Optional) Advanced will conduct a remote Infinity Link Discovery Workshop This workshop will be led by Advanced and will review City's Infinity Link customer web requirements including a detailed review of City's business rules and technical environment Prior to the start of the Infinity Link technical workshop, City will complete the Infinity Link Checklist provided by Advanced Advanced will create an Infinity Link Discovery Document that will include the Technical Checklist Subtask 3.4 4 — Deliverables ;w • Infinity Link Discovery Workshop live • Infinity Link Technical Checklist • Infinity Link Discovery Document Scope of Work — City of Huntington Beach Page 24 of 38 HB -83- Item 5. - 45 Subtask 3.5 — Phase 5 — Initial Configuration and Conversion City will provide a data extract to Advanced that will be loaded onto an Advanced secured FTP site Advanced will convert City's data so that it can be loaded into CIS Infinity Configuration and conversion are tightly integrated in CIS Infinity Advanced will create validated mapping that ties existing customers" rates to their accounts Advanced will develop a conversion routine to reflect the requirements of City Advanced's Conversion Specialist will prepare the Initial Data Conversion and Configuration to be delivered and loaded onsite The results for the Data Validation parameters specified in the Data Conversion Plan will be included for review by City Advanced will assist City in identifying Baseline Accounts (approximately 150) which are a representative cross section of City customers (e g , rates, customer type etc ) The baseline accounts will be used to test and QA both the validity of the converted data and that the configuration begins to conform to the Functional Discovery document Subtask 3.5 — Deliverables • Initial Data Conversion Load • Data Validation Results • Initial Configuration Rollout Subtask 3.6 — Phase 6 — Core Team Training Advanced will provide, as part of the Training Plan in Subtask 1 1 and Project Initiation in Subtask 3 1, the specific training timelines and topics to be provided to City City Core Team will be trained on Daily Processing, Cash, Billing and Collections prior to the start of the Discovery sessions This training is typically conducted over two weeks This training will help ensure that the basic functionality of CIS Infinity is understood prior to the Discovery Sessions After the Discovery sessions, City Core Team will complete training on all other areas of CIS Infinity This training is typically conducted over three weeks A full training syllabus is included in the Training Plan Core Team training will show all aspects of CIS Infinity functions to introduce City to alternative methods to operate the CIS System and to document proposed changes to existing system processes Each Core Team training session will include City's subject matter experts to ensure that business objectives are met Core Team training will also include the CustomerWise tracking tool Periodically, throughout the Testing phases, an Advanced trainer will be onsite to conduct On the Job Learning sessions On the Job Learning provides training/testing assistance to the Core Team It is generally informal and client driven based on their individual roles During training sessions, City will document any potentially new processes Any system bugs, set up issues, conversion issues and deficiencies shall be entered in CustomerWise by City Advanced will assist City with this process to ensure all items are documented through CustomerWise Deficiencies can be entered into CustomerWise by City testers or Advanced testers, any users who are given access to the system, and other personnel who may be involved during the Software Testing phases Advanced is responsible for fully testing and correcting any deficiencies found during training Scope of Work — City of Huntington Beach Page 25 of 38 Item 5. - 46 HB -84- Subtask 3.6 — Deliverables • Standard CIS Infinity Training Agendas • Standard CIS Infinity Training Workbooks • Completion of onsite Instructor -Led Core Team Training • CustomerWise Training for software issue entry and tracking Subtask 3.7 — Phase 7— Reports Development and Delivery A specification/mockup will be created for review and acceptance by City for reports identified as custom in the Reports Discovery phase (Subtask 3 4 1) and documented by Advanced in the Reports Analysis Spreadsheet Custom reports to be developed and delivered by Advanced, once City has signed off on the specifications Subtask 3.7 — Dehverab/es �ub%s Custom Reports Specification, Development & Delivery (if applicable) Subtask 3.8 — Phase 8 — Interface/Modification Delivery Subtask 3.8.1— Configurable Interface Delivery Once a configuration type interface as identified in Subtask 2 2 has been configured, unit tested and QA'd internally by Advanced, City will be notified that the interface is ready to be released and applied for testing through a configuration build Advanced will roll out the interfaces remotely via WebEx according to a mutually agreed schedule Subtask 3.8.1— Deliverables Subs` Rollout of Configuration Type Interfaces e��r�bles� '�a • Subtask 3.8.2 — Modified Software and Modified Interfaces Delivery Once each of the modified interface/software as identified in Subtask 2 1 and Subtask 2 3 has been developed, unit tested and QA'd internally by Advanced and successfully compiled, City will be notified that the interface/modification is ready to be released and applied to for testing through an executable or build Advanced will roll out the modifications either onsite or remotely via WebEx according to a mutually agreeable schedule Subtask 3 8 2 — Deliverables 11'] ivera6es ��� , • Rollout of Modified Software and Interfaces Scope of Work — City of Huntington Beach Page 26 of 38 HB -85- Item 5. - 47 Subtask 3.9 - Phase 9 - Software Testing Advanced will support all software testing through a combination of onsite support, remote support and WebEx online support Validated testing criteria will be used to determine if the testing phase is complete and the system is ready for the next cycle of testing The Advanced PM will provide City with generic test scripts Modification of test scripts to match City's specific business scenarios is the responsibility of City From the test scripts City will create an ITC Plan (Integration Testing Cycle), and User Acceptance Test (UAT) Plan At the start of each test cycle, a full data conversion using a fresh data extract will be performed to exercise the data conversion process and to update any required data fixes that are found through testing With each data conversion Advanced will provide and City will verify all balancing metrics that were agreed upon in the Data Conversion Discovery Deficiencies found during the Software Testing Phase will be entered into CustomerWise for the correction of configuration, data conversion and/or system deficiencies Deficiencies will be entered into CustomerWise by City CustomerWise maintains a history of analysis and problem resolution CustomerWise will be managed and maintained by the Advanced PM and will be reviewed with both Advanced and City staff to ensure the issues are being actively worked and tested The Advanced PM will be proactive in the resolution of items logged in CustomerWise so that they will be resolved within a timely manner The Advanced PM or designate will document to the City Project Manager (in detail) the issue or defect, the resolution or workaround alternative, if applicable Advanced will provide a technical point of contact during all testing phases, Advanced will provide responses that include justification and mitigation plans, where applicable The software testing phase is spilt into the following three test cycles Functional Testing Functional testing will utilize the baseline accounts to confirm that the data conversion and basic functions in the system are working as expected Individual accounts will be reviewed and will run through a full meter to cash process In the review of these individual accounts, City will be tasked with testing each rate element in the system and documenting the results to confirm that the billing process works prior to starting a cycle billing process This rate testing will be done against a series of baseline accounts and will look at each rate scenario and all of the associated proration activities that can affect a rate calculation Functional Testing is modular and does not test the system end -to -end utilizing interfaces Subtask 3.9.1— Functional Testing Deliverables • Functional Test Data Conversion Refresh and Validation Report Sub'" Rates Testing Matrix ,. Generic Testing Scripts 2. Integrated Testing Cycle (ITC) ITC will utilize generic testing scripts and system scenarios to confirm that the data conversion and system processes are functioning as expected ITC is broken down into two sub -phases Scope of Work — City of Huntington Beach Page 27 of 38 Item 5. - 48 HB -86- • ITC1 is intended to exercise full scale testing of the system incorporating the testing of interfaces and modifications This will also involve testing the customer service functions within the system for items such as Move In and Move Out and service order processing ITC2 emulates the same process with a refreshed data conversion set and any configuration changes as well as updates to interfaces and modifications Prior to the start of ITC2, another full rollout of data conversion and configuration review is performed onsite or remotely to ensure additional knowledge transfer to City on how CIS Infinity is configured to meet City's business needs Once the rollout is complete, testing of the system through ITC2 will commence to ensure that all system processes are performing as expected Both ITC1 and ITC2 will have mutually agreed -upon performance and accuracy metrics and criteria to ensure the system is matching the expected results These performance and accuracy metrics will be presented for approval to City Project Manager for adoption prior to starting User Acceptance Testing Subtask 3.9.2 — Integration Testing Deliverables ITC1 Data Conversion Refresh and Validation Report ,, __� • ITC2 Data Conversion Refresh and Validation Report • ITC1 Build Release for Modifications • ITC2 Build Release for Modifications 3 User Acceptance Testing (UAT) The final phase of testing is UAT and starts with a code freeze Only critical path items will be altered during this phase as agreed upon by both parties after analyzing the risk of introducing these changes Once complete, the UAT constitutes acceptance of the system as ready for Go Live In combination with staff training readiness and organization readiness, the UAT and its acceptance help to drive the Go/No Go criteria that lock down the live date of the software Advanced will coordinate with City to select the integration test scripts that will be used during UAT Subtask 3.9.3 — User Acceptance Testing Deliverables UAT Data Conversion Refresh and Validation Report Delf r es l UAT Acceptance Criteria wonal The Advanced PM will work with City to ensure that test results for each testing phase provide evidence that CIS Infinity capabilities have been properly integrated and tested in City's test environment Advanced will work with City to support performance tests Subtask 3.10 — Phase 10 — End User Training Advanced will provide CIS Infinity End User training to City to secure a working knowledge of CIS Infinity As part of the Training Plan, Advanced will work with City to jointly create the appropriate Training Scope of Work — City of Huntington Beach Page 28 of 38 HB -87- Item 5. - 49 Matrices (part of the Training Plan) that will identify classes and the Advanced and City staff attendance needs Each End User training session will have an attendance sheet that matches the End User training schedule Once each session is complete, City will sign -off on a Training Session Sign -off Form signifying that the training session has been completed Subtask 3.10 — Deliverables 0,'\ , • Completion of onsite Instructor Led End User Training Training Session Attendance Report ;belies ab{� IF Via' y Training Session Signoff form Of,� ° ✓0- i/, Subtask 3.11 — Phase 11 — Cut Over Plan/Go/No Go Criteria City will assist Advanced in the construction of Go/No-Go criteria These criteria shall be used to determine whether or not to proceed to Phase 12 - Transition to Live Criteria shall be measured on a weekly basis starting no later than the commencement of User Acceptance Testing When all criteria are met, City shall issue formal authorization to proceed with the Cut -Over Plan to production The Advanced PM will develop a Cut -Over Plan throughout the lifecycle of the project in preparation for a final transition to live This plan details the steps and responsibilities for Advanced and City to transition CIS Infinity to City production (live) environment The Cut -Over Plan will include but not be limited to the following items • Full emergency contact information • Detailed steps and communications of when data extract is obtained and data conversion is returned • Ordered steps for ensuring balancing of the system • Determination of whether a test system is refreshed at the same time as production for any required process testing • Post -cut -over checklist • Criteria that determine when the system will be turned over to end user staff • A formal release from Advanced that documents that the system has been handed to City in full balance Subtask 3.11— Deliverables Go/No Go Criteria • Cut Over Plan Formal City Authorization to Transition to Live Subtask 3.12 — Phase 12 — Transition to Live The cutover to live will occur over a weekend and will be coordinated by the Advanced PM and City staff Scope of Work — City of Huntington Beach Page 29 of 38 Item 5. - 50 xB -88- The transition to live will have a new data conversion in which the data validation parameters, bill codes, rate mapping and transaction codes will all be approved by City and the Advanced PM Subtask 3.12 — Deliverables <ffifiM Final Cut -Over Plan Report N. y' q REP, Azk � ,� ,, • Final Release Data Conversion Refresh and Validation Report ,� • AR Balancing Report er'ai�yes Year and month active confirmation AR summary details Report 1, • Transaction code Report x Rates Report Subtask 3.13 — Phase 13 — Post Go Live Advanced will assist City throughout the post live implementation phase to identify and respond to any needs and concerns During the Post Go Live period, Advanced will supply, as per the agreement, a combination of onsite, remote, and WebEx online support to ensure a smooth transition to support During this phase of the project, the following items will be supplied to City • Weekly PM and technical staff meetings to review all high -priority items • Combination of onsite and remote customer support • Introduction and transition to Support Throughout the Post Go Live period, the Advanced PM will continue to act as primary resource for all issues Upon completion of the Post live support period, City will transition to the Advanced's Customer Service and Support Department as per the Support and Maintenance agreement Subtask 3.13 — Deliverables Scope of Work — City of Huntington Beach Monthly Support Log Transition to Support Page 30 of 38 ' HB -89- Item 5. - 51 P cVed�a A — Few ' #"�.IC �� e� e5Pay*ht Miles'"iones. *P, ow ©escl ion 3 ti Gtuani 6 Cours Cost License Fees CIS Infinity — Concurrent Users 20 $70,000 CIS Infinity — Server License 1 $75,000 Total License Fees $145,000 Services Fees Project Management 700 @ 170/hr $119,000 Discovery 400 @ 170/hr $68,000 Data Conversion 450 @ 170/hr $76,500 Configuration 2,000 @ 170/hr $340,000 Training 700 @ 170/hr $119,000 Interfaces & Modifications 300 @ 170/hr $51,000 Custom Reports 80 @ 170/hr $13,600 Post Live Support 240 @ 170/hr 40,800 Total Service Fees $827,900 Total Fixed License and Implementation Service Fees $972,900 Estimated Travel Related Expenses $107,500 Total $1,080,400 OPTIONAL MODULES Not included in pricing and not included in scope of work Infinity.Link customer portal via mternet Licenses Site License Professional Services 150 @ 175/hr Annual Maintenance 1 Infinity.Mobile mobile service orders Licenses Site License Scope of Work — City of Huntington Beach Item 5. - 52 Hs -90- Professional Services 100 @ 175/hr $17,500 Annual Maintenance 1 $10,000 Infinity.eXpress portable payment centers Discount eXpress API $0 for API Hardware Not included Infinity.CreditCheck customer credit comparisons Site License $5,125 Infinity.BI business analytics web dashboard Concurrent Licenses 2 users $7,800 Professional Services $47,000 Annual Maintenance BI only $1,560 Annual Maintenance BI and upgrades $10,960 Travel $2,500 No costs API Discount of $0 00 usmg the TeleWorks system unplemented at Infinity.Teleconnect interactive voice the City by response Paymentus iNovah city-wide cashiering As described in the BAFO License $104,126 Services $107,360 Travel Expenses $12,000 1st Year Suvvort and Maintenance $23,320 Additional services required by City through the end of Post Live and approved through the Change Control Process (e g requirement changes or changes to the project scope) will be billed at a rate of $200/hour Services required after that period will be billed in accordance with the Support and Maintenance Agreement Scope of Work — City of Huntington Beach Page 32 of 38 HB _91 - Item 5. - 53 License Payment Milestones L1 LP License - 50% at contract signature $ 72,500 1 L2 LP License - 50% due at software installation $ 72,500 2 Service Payment Milestones City will be billed monthly by Advanced for milestones completed during the month The service fees milestones are as follows The Final Acceptance milestone will be invoiced upon receipt of the Letter of Completion as defined in the Services Agreement 1 MP1 Project Management Month 1 $ 11,970 1 2 MP2 Project Management Month 2 $ 11,970 2 3 MP3 Project Management Month 3 $ 11,970 3 4 MP4 Project Management Month 4 $ 11,970 4 5 MP5 Project Management Month 5 $ 11,970 5 6 MP6 Project Management Month 6 $ 11,970 6 7 MP7 Project Management Month 7 $ 11,970 7 8 MP8 Project Management Month 8 $ 11,970 8 9 MP9 Project Management Month 9 $ 11,970 9 10 MP10 Project Management Month 10 $ 11,970 10 11 MP11 Project Management Month 11 $ 11,970 11 12 MP12 Project Management Month 12 $ 11,970 12 13 MP13 Project Management Month 13 $ 11,970 13 14 MP14 Installation of CIS Infinity Sign off $ 50,010 2 15 MP15 Delivery of Functional Discovery Workshops $ 61,200 4 16 MP16 Functional Discovery Document Signoff $ 6,800 5 17 MP17 Delivery of Data Conversion Workshop $ 22,950 4 18 MP18 Data Conversion Plan Sign off $ 765 5 19 MP19 Interface & Modification Workshop $ 25,500 4 20 MP20 Delivery Functional & Technical Specification - Modifications & Development Interfaces $ 20,400 6 21 MP21 Bill Print Discovery Workshop $ 17,000 4 22 MP22 Delivery of Bill Print specifications $ 17,000 5 23 MP23 Delivery of Reports Matrix $ 17,000 2 24 MP24 Custom Reports Workshop $ 12,240 5 25 MP25 Initial Conversion Rollout $ 61,200 6 26 MP26 Initial Configuration Rollout $ 26,775 6 Scope of Work — City of Huntington Beach Page 33 of 38 Item 5. - 54 HB -92- 27 MP27 Completion of Core Team Training $ 59,500 5 28 MP28 Data Refresh # 2 Load (Functional Testing) $ 7,650 7 29 MP29 Completion of Functional Testing $ 6,800 8 30 MP30 Delivery of Bill Print $ 6,800 9 31 MP31 Bill Print completion Sign -off $ 6,800 12 32 MP32 Delivery of Custom Reports $ 1,360 10 33 MP33 Data Refresh # 3 Load (ITC #1) $ 7,650 8 34 MP34 Completion of Integration Testing Cycle 1 $ 6,800 9 35 MP35 Delivery of Modifications $ 2,550 8 36 MP36 Delivery of Configurable Interfaces $ 2,550 8 37 MP37 Data Refresh # 4 Load (ITC #2) $ 7,650 9 38 MP38 Completion of Integration Testing Cycle 2 $ 6,800 10 39 MP39 Data Refresh # 5 Load (UAT) $ 3,650 10 40 MP40 Completion of User Acceptance Testing $ 6,800 11 41 MP41 Completion of Week 4 End User Training $ 23,800 9 42 MP42 Completion of Week 8 End User Training $ 17,850 10 43 MP43 Completion of Week 12 End User Training $ 17,850 11 44 MP44 Go -No -Go document delivery $ 3,400 11 45 MP45 Go Live $ 13,600 12 46 MP46 Post Live Support Month 1 $ 13,600 13 47 MP47 Post Live Support Month 2 $ 13,600 14 48 MP48 Post Live Support Month 3 $ 13,600 15 49 MP49 Final Acceptance -Upon project closure 10% retaina e $ 82,790 16 Subtotal - Services $ 827,900 Scope of Work — City of Huntington Beach Page 34 of 38 HB -93- Item 5. - 55 Task Subtask Deliverable Description/Definition Deliverable Del Per Per Name Lead # SOW SOW Project meetings to be attended by Advanced and Advanced City Project core team members to discuss work in 1 1 12 Weekly and Monthly Status progress, issues, risks, actions, near -term planned Meetings & Reports activities and associated resource commitments Status reports to document project progress Meeting attended by Advanced and City Project Advanced 2 1 13 Quarterly Sponsor Meeting Manager and Project Sponsors to review project status Application and database server (production and test) City 3 3 3 1 Hardware ready for Software are on City network and the operating system and Installation database software have been loaded 4 3 3 1 Project Kick -Off Meeting On -Site kick-off meeting held with the project team Advanced Initial draft Project Schedule delivered at project Advanced kickoff meeting Project Schedule updates performed throughout the project The schedule is updated for 5 3 3 1 Draft Project Schedule refinements to tasks, and percent complete inclusive of resource updates and timeframe updates Both parties will commit to staffing and resources to meet a rolling 3-month window Plan that defines how project risks will be logged, Advanced prioritized, assigned and managed to closure using a 6 3 3 1 Risk Management Plan jointly agreed resolution strategy Risk Log will be reviewed at project status meetings Plan that defines the Project Strategy for Advanced 7 3 3 1 Communication Plan communicating internally within the Project Team Plan that defines the strategy for communicating with City 8 3 3 1 Change Management Plan employees and externally Process that defines how changes to project scope will Advanced 9 3 3 1 Change Control Process be logged, approved, and managed as agreed to by both parties Plan that defines City resources to be trained, the Advanced 10 3 3 1 Training Plan courses to be delivered, materials, locations, facilities and other resources 11 3 3 1 Test Plan Plan that defines City's testing approach Advanced 12 3 3 1 CIS Infinity Server Installation Installation of CIS Infinity on City servers Advanced 13 3 3 1 Installation Training Installation training for technical personnel Advanced 14 3 3 1 Desktop Client Installation City to install client on remaining desktops City Document that outlines the duration, prerequisites Advanced 15 3 3 1 Training Courses Syllabus and topics to be covered during the Advanced delivered standard training courses Project listing of all Advanced and City project team Advanced 16 3 3 1 Project Team Contact List members' contact information 17 3 3 1 System Overview CIS Infinity system overview demonstration Advanced Advanced will provide City with and overview of Advanced CustomerWise, the online tool for documenting and CustomerWise Overview and Set tracking issues as part of the overall implementation 18 3 3 1 up City users will be provided with user ids and passwords which also provide access to the Software Entity relationship diagrams and the Data Dictionary Documents that outline the business and conversion Advanced 19 3 3 1 Functional and Data Conversion processes to be discussed during the Functional and Discovery Workshop Agendas Data Conversion Discovery Workshops Data Requirements for City to provide business process documentation as City 20 3 3 2 Functional Workshops identified in Subtask 3 2 Scope of Work — City of Huntington Beach Page 35 of 38 Item 5. - 56 HB -94- Del Task Subtask Deliverable Description/Definition Deliverable # Per Per Name Lead SOW SOW Sessions that will assist Advanced in learning City Advanced Functional Discovery Analysis business processes and educating City about the 21 3 3 2 1 Workshop features and limitations of the software Advanced will lead the sessions with City business process experts participating Document that captures all learning and Advanced 22 3 3 2 1 Functional Discovery Document understanding gamed in the Functional Discovery Analysis Workshops Document will serve as a template for configuring the software City to provide Advanced with key information to City Legacy System Conversion assist Advanced in developing the conversion 23 3 3 2 2 Information programs and activities Legacy CIS table layouts, ERDs (if available), screen shots, baseline accounts etc to be provided by City Sessions that will assist Advanced in determining the Advanced 24 3 3 2 2 Data Conversion Discovery best approach to converting legacy data Advanced Analysis Workshop will lead these sessions with City technical and conversion/legacy data experts participating Plan that defines detailed processes and tools that will Advanced be utilized for the conversion and includes data mapping, legacy data quality assessment, data cleansing, technical design, development and testing It will also define timing for when data cleansing will 25 3 3 2 2 Data Conversion Plan be complete as well as defining the amount of historical data that will be converted The Plan will also identify data conversion validation parameters that define how the source and target data will be reviewed and validated as being correctly extracted City to perform data cleansing activities as identified City during the Data Conversion Discovery Workshop City 26 3 3 2 2 Data Cleansing and Initial Data to provide an initial extract of Legacy CIS data in the Extract from Legacy CIS agreed upon format to Advanced Data extract from the legacy system will be repeated for each test conversion Interface/ Modification Discovery Documents that outlines the items to be discussed Advanced 27 3 33 Workshop Agendas during the Interface/Modification Discovery Workshop Session that will aid Advanced in understanding Advanced Interfaces/Modification modification requirements and the third party 28 3 3 3 Workshop systems' interfacing capabilities to determine the best approach for interfacing with the identified thud party systems Configuration/Specifications for Technical Specifications for interfaces/modifications Advanced 29 3 3 3 ondars/Mofit Interfaces/Modifications identified in Task 2 1 and 2 3 Configuration document for interfaces identified in Subtask 2 2 Sessions to review the reporting requirements of City Advanced 30 3 3 41 Reports Discovery Workshop Advanced will lead the sessions with City business process experts participating Document that lists all reports provided by City and Advanced 31 3 3 4 1 Reports Analysis Spreadsheet designates those reports that are standard within CIS Infinity and those that require modification Session to review of all bill print types, notices, Advanced 32 3 3 4 2 Bill Print Discovery Workshop receipts including a review of the bill printing and bill re -printing processes Advanced will lead the sessions with City experts participating 33 3 1 342 Bill Print Specification Specification for bill print design Advanced 34 3 3 4 3 Infinity Mobile Discovery Session that will assist Advanced in learning how City Advanced Workshop will deploy mobile service orders and educating City Scope of Work — City of Huntington Beach Page 36 of 38 xB -95- Item 5. - 57 Del Task Subtask Deliverable Description/Definition Deliverable # Per Per Name Lead SOW SOW about the features and limitations of the software Advanced will lead the sessions with City business and technical experts participating Infinity Mobile Technical Document that captures the technical environment in City 35 3 3 4 3 Checklist which Infinity Mobile will be deployed City to complete the checklist with Advanced's assistance Document that captures all learning and Advanced 36 3 3 4 3 Infinity Mobile Discovery understanding gamed in the Discovery Workshop Document Document will serve as a template for configuring Infinity Mobile Session that will assist Advanced in learning how City Advanced will deploy the customer web portal and educating 37 3 3 4 4 Infinity Link Discovery Workshop City about the features and limitations of the software Advanced will lead the sessions with City business and technical experts participating Document that captures the technical environment in City 38 3 3 4 4 Infinity Link Technical Checklist which Infinity Link will be deployed City to complete the checklist with Advanced's assistance Document that captures all learning and Advanced 38 3 3 4 4 Infinity Link Discovery Document understanding gamed in the Discovery Workshop Document will serve as a template for configuring Infinity Link 40 3 3 5 1 Initial Data Conversion Load Loading of initial conversion by Advanced on City's Advanced system 41 3 3 5 1 Baseline Accounts City, with Advanced's assistance will identify baseline City accounts to be used for testing Report that documents the results of the agreed upon Advanced 42 3 3 5 1 Data Validation Results conversion validation parameters for both the source and target data Initial System Configuration Configuration of the control forms and rates by Advanced 43 3 3 5 1 Rollout Advanced based on the Functional Discovery document 44 3 3 6 Training Agendas Standard Training Agenda for each training course Advanced identified in the Training Plan Standard Training Workbooks that will be used to Advanced 45 3 3 6 Training Workbooks facilitate Core Team and End User training execution for each training course identified in the Training Plan Execution and completion of Core Team training per Advanced 46 3 3 6 Core Team Training the Training Plan Training will include CustomerWise training 47 3 3 7 Custom Reports Delivery Delivery of custom reports identified in the Reports Advanced Analysis Spreadsheet Interface Configuration, Testing Configuration, testing, and rollout of configuration Advanced 48 3 3 8 1 and Rollout type interfaces that have been identified in Task 2 2 of this SOW Software and Interfaces Coding of Modifications and Interfaces as described in Advanced 49 3 3 8 2 Modifications Code, Testing and Task 2 1 of this Statement of Work Advanced Rollout developed interfaces will be tested/QA'd by Advanced before integrating into City environment City to provide Advanced an extract of Legacy CIS data City 391, in the agreed upon format throughout the testing 50 3 392, Legacy Data Refreshes phases (Functional, ITC1, ITC2, UAT), as required Six 3 9 3 data refreshes are anticipated throughout the project, which include the data refresh prior to Go Live Advanced will support City where required Loading of conversion data by Advanced on City's Advanced Functional Test - Data system Includes audit report that documents the 51 3 3 9 1 Conversion Data Load & results of the agreed upon conversion validation Validation parameters for both the source and target data 52 3 1 3 9 1 Generic Test Scripts Generic Integration Test scripts provided by Advanced Advanced Scope of Work — City of Huntington Beach Page 37 of 38 Item 5. - 58 HB -96- Task Subtask Deliverable Description/Definition Deliverable Del Per Per Name Lead # SOW SOW to test system functionality 391, City to conduct testing as outlined in the Test Plan, City 53 3 392, System Testing document test results (pass/fad) and log any issues in 3 9 3 CustomerWise for resolution by Advanced Document outlining all necessary rates and rate Advanced scenario's to be tested City is responsible for testing 54 3 3 9 1 Rates Testing Matrix and confirming all rates and rate scenarios are accurate and reflect the billing requirements of City Installation of new builds on City's system which Advanced 55 3 3 9 2 Budd Releases (ITC1 and ITC2) include City's modified software and interfaces Loading of conversion data by Advanced on City's Advanced Integration Test - Data system Includes audit report that documents the 56 3 3 9 2 Conversion Data Load & results of agreed upon conversion validation Validation parameters Loading of conversion data by Advanced on City's Advanced User Acceptance Test - Data system Includes audit report that documents the 57 3 3 9 3 Conversion Data Load & results of the agreed upon conversion validation Validation parameters for both the source and target data Execution and completion of End -User training per the Advanced 58 3 3 10 End User Training, Signoff and Training Plan Each training session will have an Attendance Report Attendance Report Document that identifies the criteria that will be Advanced adhered to enable cutover to Production to proceed It includes metrics to evaluate project management 59 3 3 11 Go/No Go Criteria Document readiness, business solution testing readiness, business readiness, IT infrastructure readiness and reorganization/people readiness Document that defines the outcomes of application Advanced readiness based on the defined Go/No Go Criteria document and Cutover Plan defined The result will be a decision to Go -live or to identify issues that will need to be resolved prior to Go -Live or can be 60 3 3 11 Decision Document /Noprovedd deferred to post go -live The decision to transition to for Go Live apf approved Go Live will be approved when the items defined in the Cut -Over and readiness assessment has been successfully achieved and there are no significant agreed upon issues that will impact transition to Production Document that defines steps and responsibilities of Advanced Advanced and City during transition to Production 61 3 3 11 Cutover Plan Includes steps to achieve system balance and includes a conversion cutover plan Loading of conversion data by Advanced on City's Advanced Go Live - Data Conversion Data system Includes audit report that documents the 62 3 3 12 Load & Validation results of the agreed upon conversion validation parameters for both the source and target data System is operating and being used Balancing of Advanced 63 3 3 12 Go Live legacy and Advanced CIS has been validated and signed -off by City Conclusion of Post live support period, which includes Advanced 64 3 3 13 Completion of Post Live Support remote and/or onsite presence A transition meeting to transfer from the project 65 3 3 13 Support Transition Meeting implementation phase to the support phase of the Advanced contract Scope of Work — City of Huntington Beach Page 38 of 38 HB -97- Item 5. - 59 Schedule "B" Fee Structure and Payment Schedule The total fees payable under this Software Implementation Services Agreement are $827,900.00, 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. MA - Services Fees Project Management 700 170/hr $119,000 Discovery 400 170/hr $ 68,000 Data Conversion 450 170/hr $ 76,500 Configuration 2000 @170/hr $340,000 Trainor 700 170/hr $119,000 Interfaces & Modifications 300 @ 170/hr $ 51,000 Custom Reports 80 170/hr $ 13,600 Post Live Support 240@ 170/hr $ 40,800 erviceles $ 827;900= 15-4686/122409 Item 5. - 60 Implementation Service Fees Payment Milestones City will be billed monthly by Advanced for milestones completed during the month The service fees milestones are as follows The Final Acceptance Milestone will be invoiced upon receipt of the Letter of Completion as defined in the Services Agreement # Reference Milestone — Organization will be billed monthly for all milestones completed during the month (i.e. one invoice per month). Invoice Amount Estimated Month of Completion 1 MP1 Project Management Month 1 $ 11,970 1 2 MP2 Project Management Month 2 $ 11,970 2 3 MP3 Project Management Month 3 $ 11,970 3 4 MP4 Project Management Month 4 $ 11,970 4 5 MP5 Project Management Month 5 $ 11,970 5 6 MP6 Project Management Month 6 $ 11,970 6 7 MP7 Project Management Month 7 $ 11,970 7 8 MP8 Project Management Month 8 $ 11,970 8 9 MP9 Project Management Month 9 $ 11,970 9 10 MP10 Project Management Month 10 $ 11,970 10 11 MP11 Project Management Month 11 $ 11,970 11 12 MP12 Project Management Month 12 $ 11,970 12 13 MP13 Project Management Month 13 $ 11,970 13 14 MP 14 Installation of CIS Infinity Sign off $ 50,010 2 15 MP15 Delivery of Functional Discovery Workshops $ 61,200 4 16 MP16 Functional Discovery Document Signoff $ 6,800 5 17 MP17 Delivery of Data Conversion Workshop $ 22,950 4 18 MP 18 Data Conversion Plan Sign off $ 765 5 19 MP19 Interface & Modification Workshop $ 25,500 4 20 MP20 Delivery Functional & Technical Specification - Modifications & Develo went Interfaces $ 20,400 6 21 MP21 Bill Print Discovery Workshop $ 17,0 00 4 22 MP22 Delivery of Bill Print specifications $ 17,000 5 23 MP23 Delivery of Reports Matrix $ 17,000 2 24 MP24 Custom Reports Workshop $ 12,240 5 25 MP25 Initial Conversion Rollout $ 61,200 6 26 MP26 Initial Configuration Rollout $ 26,775 6 27 MP27 Completion of Core Team Training $ 59,500 5 15-4686/122409 HB -99- Item 5. - 61 28 MP28 Data Refresh # 2 Load (Functional Testing) $ 7,650 7 29 MP29 Completion of Functional Testing $ 6,800 8 30 MP30 Delivery of Bill Print $ 6,800 9 31 MP31 Bill Print completion Sign -off $ 6,800 12 32 MP32 Delivery of Custom Reports $ 1,360 10 33 MP33 Data Refresh # 3 Load (ITC #1) $ 7,650 8 34 MP34 Completion of Integration Testing Cycle 1 $ 6,800 9 35 MP35 Delivery of Modifications $ 2,550 8 36 MP36 Delivery of Configurable Interfaces $ 2,550 8 37 MP37 Data Refresh # 4 Load (ITC #2) $ 7,650 9 38 MP38 Completion of Integration Testing Cycle 2 $ 6,800 10 39 MP39 Data Refresh # 5 Load (UAT) $ 3,650 10 40 MP40 Completion of User Acceptance Testing $ 6,800 11 41 MP41 Completion of Week 4 End User Training $ 23,800 9 42 MP42 Completion of Week 8 End User Training $ 17,850 10 43 MP43 Completion of Week 12 End User Training $ 17,850 11 44 MP44 Go -No -Go document delivery $ 3,400 11 45 MP45 Go Live $ 13,600 12 46 MP46 Post Live Support Month 1 $ 13,600 13 47 MP47 Post Live Support Month 2 $ 13,600 14 48 MP48 Post Live Support Month 3 $ 13,600 15 49 MP49 Final Acceptance -Upon project closure 10% retaina e $ 82,790 16 Subtotal - Services $ 827,900 15-4686/122409 Item 5. - 62 xB -100- Schedule "C" Sample Form Change Order �R A N Client Date Client Contact Software Application Client Email Attachments, ❑ 000 Chargeable Hours 000 Non -Chargeable Hours Rate Total Hours Amount 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 C. mtomer Application # Originated by PO# 1111111 15-4686/122409 HB -101- Item 5. - 63 Schedule "D" Reference: Harris responses to RFP includinit Functional Requirements 15-4686/122409 Item 5. - 64 HB - t 02- UTILITY SYSTEMS 2235 Sheppard Avenue East Suite 1400 Toronto, ON M23 5B5 Contact: Monica Mocteauma, Director Sales & Marketing Phone Number: (714) 488-5993 Email: mmocteauma@advancedutility.com City of Huntington Beach Public Works Department Request for Proposal - RFP # 2014-0904 Utility Billing Software System & Implementation Services Response October 16, 2014 HB -103- Item 5. - 65 ADVAN C D tJTtLITY SYSTEMS Tuesday, October 14, 2014 Huntington Beach City Hall 2000 Main Street Huntington Beach, CA 92648 To the attention of the Evaluation Committee I would like to thank you for providing Advanced Utility Systems, a division of N Harris Computer Corporation ("Advanced") with the opportunity to respond to the City of Huntington Beach's (the "City") Request for Proposal - RFP # 2014-0904 for a Utility Billing Software System & Implementation Services I am pleased to provide five (5) hard copies of the entire proposal, along with electronic versions of the entire proposal in both PDF and DOCX formats on USB Flash Media Advanced offers proven customer information and utility billing software, CIS Infinity®, which we have successfully implemented in over 125 organizations across North America and the Caribbean It is powerful, feature -rich, flexible software designed to support core "meter to cash" processes that will enable the City to provide exceptional customer service We would like to note that in accordance with the RFP, our pricing is valid for acceptance for one hundred and eighty (180) days after proposal submission to the City The contact person responsible for this response is as follows Monica Moctezuma, Director Sales & Marketing Phone Number (714) 488-5993 Email mmoctezuma@advancedutility com We welcome the opportunity to meet with the City's team to discuss the details of our response Sincerely, Peter Fanous Executive Vice President Item 5. - 66 """ C S!YlE 14110 Tk!RON10 OMIT RIO HB-104-L(,#�614960149 FAX,,W0 Alb 3=i0 www.advancedutiIity.com ADVANCED UTILITY 6YS'fle"s Contents 1.0 Executive Summary ................................................................. 1 2.0 Scope of Services......... ........ 4 3.0 Company Background ... ...... . 6 4.0 Proposed Application Environment ........23 5.0 Third -Party Products........... . . ........63 6 0 Implementation Plan.........................................................64 7 0 Training ........ ..................................................................... 100 8.0 Maintenance and Support Programs. ..111 9.0 Responses to Functional / Technical Requirements.. 115 10 0 Client References....................................................................... 126 11 0 Price Proposal ................................................. 133 12.0 Exceptions to the RFP.. .. .......148 13.0 Sample Documents.... .............149 City of Huntington Beach i HB -105- Item 5. - 67 ADVANCED UT I LIT Y S Y S T E M S 1.0 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. In response to the City of Huntington Beach's (the "City") Request for Proposal - RFP # 2014-0904 for a Utility Billing Software System & Implementation Services, Advanced Utility Systems, a division of N Harris Computer Corporation ("Advanced") is proposing the implementation of our CIS Infinity customer management and utility billing solution Advanced has built its organization around its core competency serving utilities' needs with state-of-the-art software and support Advanced has successfully implemented our solution for 125+ utilities that provide water, sewer, refuse, and other utility related services Advanced's utility industry focus and our extensive experience in successfully implementing our solution for utilities like the City enables us to share utility best practices with our customers to ensure a successful deployment and long term use of our solution Advanced is committed to establishing a long term partnership with the City This starts with the successful implementation of our solution and continues with providing high quality ongomg support Our experienced implementation team will deliver a solution that will help you achieve your long term business objectives Most importantly, CIS Infinity will enable the City to improve customer service and gain operational efficiencies We would like to highlight the advantages of our solution that we believe make Advanced the right partner for the City Quick Access to Customer Information: CIS Infinity is easy to use and navigate Users can access key information on a single screen - no need to jump from screen to screen to obtain information and perform routine billing and customer service functions This makes training and user adoption faster and easier and helps CSR's quickly find the information they need for first call resolution Additionally with the deployment of optional modules such as Infinity Link and GO as described in our response, the City will enable its customers to conduct their utilities business on a 24 x 7 basis, thereby reducing the number of call in requests from customers Workflow Automation and Routing. CIS Infiruty's "Actions" and workflow will enable the City to reduce manual processes and improve operational efficiencies through system automation Collection processes (e g customer reminders, penalties), service order generation (e g move in/ and more can all be automated through the use of user defined Actions Infinity Mobile, an optional solution can further support these capabilities Enhanced Integration: CIS Infinity interfaces and integrates with many third party applications that will enable the City to extend its core CIS requirements This will eliminate the need for duplicate entry of data Advanced's experience integrating and interfacing with ON of Huntington Beach Item 5. - 68 HB -106- ADVANCED WT4 Li`i' Y SYSTEMS many third party products will make deployment and integration faster and reduce initial implementation and ongoing support costs Continuous Enhancements: The Advanced upgrade strategy makes it easy and affordable to keep current Advanced periodically issues new releases of the CIS Infinity software that provides extensive new functionality, which the City will receive as part of the support and maintenance package Updates and Upgrades are provided to all clients and can be "turned on" or "turned off" via control files Comprehensive Out -of -the -Box Functionality: CIS Infinity has unmatched functionality available standard which means the City can meet its needs and more without extensive customization or the need for external spreadsheets to complete core business process functions Implementation of CIS Infinity will result in greater operational efficiency, reduced costs, and improved service levels for the City's customers and employees Configuration not Customization: Every utility has unique business processes that must be supported by their systems without having to rely on their vendor to configure changes All rules, rates, user interface and workflows are control table driven, not "hard coded" to meet the requirements of a single customer By replacing custom coding with sophisticated configuration tools, implementation is faster, more reliable and reduces your total cost of ownership As new requirements emerge in the future, the City can use in-house administrative staff to make the changes, eliminating custom coding protects that can result in unexpected, budget -breaking costs Easy -to -use interface: CIS Infinity possesses an intuitive Graphical User Interface that takes full advantage of Microsoft's Windows operating system and Microsoft's SQL Server technology Reliable & Current Technology: CIS Infinity was built using Microsoft development tools and utilizes a relational database management system that supports ODBC As a Windows application, the client software resides on the desktop and integrates with all industry standard desktop productivity tools including Microsoft Office The architecture results in proven reliability, and the skill sets required for the Windows platform are to find and easy to learn Advanced's technology is consistent with the IT standards of the City and can be deployed on premise Flexible Reporting: CIS Infinity has a powerful standard reporting engine and provides five levels of reporting CIS Infinity enables end users (without IT assistance) to access the data within the system This will provide City management with the information they need for enhanced performance management Additionally, Infinity BI, an optional add -on module, will provide the City with enhanced business intelligence Implementation Excellence Advanced recruits experienced utility and technology staff to bolster its implementation and support teams All of Advanced's core teams are replete with industry veterans who bring deep technical and business expertise to our implementations Our skilled services staff will work with your protect team to enhance current business practices, develop methods for City of Huntington Beach 2 xB -107- Item 5. - 69 ADVANCED iJ`YI LiTY SYST EMS streamlining operations, and ensuring that all your staff is well -trained and able to exploit the power of the Advanced solution Our commitment is to work with the City to successfully implement our proposed solution using our proven, structured implementation methodology Our ultimate goal is to solidify a long-term working relationship that will meet your immediate needs and serve you well into the future Advanced and our customers have received numerous awards, certifications and recognitions for the quality of our implementations and solutions as noted below Our skilled professional services staff will work with your project team to enhance current business practices, develop methods for streamlining operations, and ensuring that all your staff is well -trained and able to exploit the power of the proposed solution • Best CIS Implementation - CS Week and Electric Light & Power's Expanding Excellence Awards program • 2013 National Association of Counties (NACo) Achievement Award - Enhancing Customer Service through Technology • Energy Planning Network - CIS Implementation Excellence Award • Center for Digital Government - Best of California - Best Application Serving the Public Financial Strength & Longevity: Our longevity and consistent growth is a result of our commitment to our customers' success Advanced has the backing of a financially strong organization, Constellation Software Advanced is committed to serving our target markets for the long term Advanced continues to invest in our products to ensure we continue to meet the requirements of our target markets In summary, our products' flexibility, reliability, comprehensive capabilities, easy to use interface, along with our long term commitment to our customers success are just some of the key reasons why the City should consider Advanced as a partner for your CIS solution We look forward to building a mutually rewarding, long term, partnership with the City and to the opportunity to successfully implement our solution at the City ON of Huntington Beach 3 Item 5. - 70 xB -108- ADVANCED WTI LkTY SYSTEMS 2.0 Scope 0f 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. The project is defined as the provision of the CIS Infinity comprehensive customer information and billing software by Advanced Utility Systems, a division of N Harris Computer Corporation ("Advanced"), to the City of Huntington Beach (the "City"), for its customer information system (CIS) replacement The project encompasses all aspects of the CIS Infinity implementation, including but not limited to project management, data conversion, software control file configuration and training CIS Infinity will replace the current utility billing system in use by the City CIS Infinity will be installed and configured to meet the customer information and billing needs identified by the City Background The City has made the decision to replace its legacy customer information system The current utility billing system will be replaced with a new CIS that is consistent with existing and planned customer service business processes and technology Objectives The City will replace its existing system with a customer -centric CIS product software solution The solution will be functionally rich in the following areas • Account Management • Billing Management • Cashiering and Payments Management • Credit and Collection Management • Customer Management • Customer Self -Service • Financial Management • Meter Inventory • Rates Management • Service Order Management • Usage Management CIS Infinty is intended to address the following City objectives • To improve employee productivity • To ensure integration across business systems City of Huntington Beach 4 HB -109- Item 5. - 71 ADVANCED • To capitalize on best business practices embedded in the software • To invest in a solution that is continually enhanced • To implement an out -of -the -box software package • To implement a table -based software application, based on a user-friendly interface • To have the City support the integrated application, once fully deployed • To have access to easy -to -use reporting tools without requiring programmer support Project Scope The scope of this effort is to provide services to the City to assist in the transformation of a new customer information system In this regard, Advanced will provide the following services • Project Initiation and Management • Installation of CIS Infinity • Discovery Analysis • Configuration and Conversion • Core Team Training • Custom Reports Development and Delivery • Interface and Modification Specification, Development and Delivery (exclusive of the non -CIS Infinity side of the interface) • Software Testing • End User Training • Transition to Live • Post Go Live Support ON of Huntington Beach S Item 5. - 72 xB -110- ADVANCED U Ti L I T Y SYST L'riS 3.0 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 Advanced Utility Systems was established in 1997 to provide Customer Information and Billing solutions exclusively to utilities and municipalities B. Most recent audited financial statements. Wholly owned by N Harris Computer Corporation (Harris), Advanced is recognized as its own entity within the organization Harris in turn is governed by Constellation Software Inc (CSI) a publicly traded company on the Toronto Stock Exchange (CSU) Due to regulations we cannot provide divisional financial information We can, however, provide audited financial statements for CSI City of Huntington Beach 6 HB -111- Item 5. - 73 Consolidated Financial Statements (In U S dollars) CONSTELLATION SOFTWARE INC. For the years ended December 31, 2013 and 2012 Item 5. - 74 HB -112- - vST"ELI i)L}ty LOMT MANAGEMENT'S RESPONSIBILITY FOR FINANCIAL REPORTING December 31, 2013 The accompanying consolidated financial statements of Constellation Software Inc ("Constellation") and its subsidiaries and all the information in Management's Discussion and Analysis are the responsibility of management and have been approved by the Board of Directors The consolidated financial statements have been prepared by management in accordance with International Financial Reporting Standards ("IFRS") The consolidated financial statements include certain amounts that are based on the best estimates and judgements of management and in their opinion present fairly, in all material respects, Constellation's financial position, results of operations and cash flows, in accordance with IFRS Management has prepared the financial information presented elsewhere in the Management's Discussion and Analysis and has ensured that it is consistent with the consolidated financial statements, or has provided reconciliations where inconsistencies exist Management of Constellation has developed and maintains a system of internal controls, which is supported by the internal audit function Management believes the internal controls provide reasonable assurance that material transactions are properly authorized and recorded, financial records are reliable and form a basis for the preparation of consolidated financial statements and that Constellation's material assets are properly accounted for and safeguarded The Board of Directors carries out its responsibility for the consolidated financial statements principally through its Audit Committee This committee meets with management and the Company's independent auditors to review the Company's reported financial performance and to discuss audit, internal controls, accounting policies, and financial reporting matters The consolidated financial statements were reviewed by the Audit Committee and approved by the Board of Directors The consolidated financial statements have been audited by KPMG LLP, the external auditors, in accordance with Canadian generally accepted auditing standards on behalf of the shareholders KPMG LLP has full and free access to the Audit Committee March 6, 2014 "Mark Leonard" President "Jamal Baksh" Chief Financial Officer xB -113- Item 5. - 75 mm KPMG LLP Telephone (416) 228-7000 Chartered Accountants Fax (416) 228-7123 Yonge Corporate Centre Internet www kpmg ca 4100 Yonge St Suite 200 North York, ON M2P 2H3 INDEPENDENT AUDITORS' REPORT To the Shareholders of Constellation Software Inc We have audited the accompanying consolidated financial statements of Constellation Software Inc, which comprise the consolidated statements of financial position as at December 31, 2013 and December 31, 2012, the consolidated statements of Income, comprehensive Income, changes in equity and cash flows for the years then ended, and notes, comprising a summary of significant accounting policies and other explanatory Information Management's Responsibility for the Consolidated Financial Statements Management is responsible for the preparation and fair presentation of these consolidated financial statements in accordance with International Financial Reporting Standards, and for such Internal control as management determines is necessary to enable the preparation of consolidated financial statements that are free from material misstatement, whether due to fraud or error Auditors' Responsibility Our responsibility is to express an opinion on these consolidated financial statements based on our audits We conducted our audits in accordance with Canadian generally accepted auditing standards Those standards require that we comply with ethical requirements and plan and perform the audit to obtain reasonable assurance about whether the consolidated financial statements are free from material misstatement An audit Involves performing procedures to obtain audit evidence about the amounts and disclosures in the consolidated financial statements The procedures selected depend on our judgment, Including the assessment of the risks of material misstatement of the consolidated financial statements, whether due to fraud or error In making those risk assessments, we consider Internal control relevant to the entity's preparation and fair presentation of the consolidated financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity's Internal control An audit also Includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, as well as evaluating the overall presentation of the consolidated financial statements We believe that the audit evidence we have obtained in our audits is sufficient and appropriate to provide a basis for our audit opinion Opinion In our opinion, the consolidated financial statements present fairly, in all material respects, the consolidated financial position of Constellation Software Inc as at December 31, 2013 and December 31, 2012, and Its consolidated financial performance and Its consolidated cash flows for the years then ended in accordance with International Financial Reporting Standards. )�MwG <<P Chartered Professional Accountants, Licensed Public Accountants March 6, 2014 Toronto, Canada ^/ KPMG LLP is a Canadian limited liability partnership and a member firm of the KPMG Item 5. — / 6 network of independent member firms affiliated w HB -1 14- tional Cooperative ( KPMG International') a Swiss entity KPMG Can aces to KPMG LLP KPMG Confidential CONSTELLATION SOFTWARE INC. Consolidated Statements of Financial Position (In thousands of U S dollars) December 31, December 31, 2013 2012 Assets Current assets Cash $ 77,967 $ 41,313 Equity security available -for -sale 780 470 Accounts receivable (note 19) 191,446 126,987 Work in progress 53,682 36,926 Inventories (note 6) 21,145 18,739 Other assets (note 7) 67,161 29,178 412,181 253,613 Non -current assets Property and equipment (note 8) 36,017 21,300 Deferred income taxes (note 13) 71,673 104,307 Other assets (note 7) 36,171 31,104 Intangible assets (note 9) 981,662 402,355 1,125,523 559,066 Total assets $ 1,537,704 $ 812,679 Liabilities and Shareholders' Equity Current liabilities Bank indebtedness (note 10) $ 477,170 $ 44,356 Accounts payable and accrued liabilities 260,585 147,559 Dividends payable (note 14) 21,031 20,945 Deferred revenue 306,213 227,584 Provisions (note 11) 11,887 6,396 Acquisition holdback payments 26,496 20,635 Income taxes payable 5,474 5,066 1,108,856 472,541 Non -current liabilities Deferred income taxes (note 13) 112,780 29,283 Acquisition holdback payments 4,203 5,973 Other liabilities (note 7) 45,866 46,078 162,849 81,334 Total liabilities 1,271,705 553,875 Shareholders' equity (note 14) Capital stock 99,283 99,283 Accumulated other comprehensive income 449 1,621 Retained earnings 166,267 157,900 265,999 258,804 Subsequent events (notes 14, 16, 26) Total liabilities and shareholders' equity $ 1,537,704 $ 812,679 See accompanying notes to the consolidated financial statements xB -115- Item 5. - 77 CONSTELLATION SOFTWARE INC. Consolidated Statements of Income (In thousands of U S dollars, except per share amounts) Revenue (note 15) Expenses Staff Hardware Third party license, maintenance and professional services Occupancy Travel Telecommunications Year ended December 31 2013 2012 $ 1,210,776 $ 891,226 643,672 469,677 73,475 61,446 102,377 61,469 29,309 21,023 44,724 35,967 14,208 10,996 Supplies 22,023 15,308 Professional fees 17,633 15,031 Other, net 19,593 14,358 Depreciation 9,944 7,643 Amortization of intangible assets (note 9) 119,144 85,142 1,096,102 798,060 Foreign exchange loss (gain) (768) 822 Equity in net (income) loss of equity investees (780) 839 Finance income (note 16) (1,041) (23,178) Bargain purchase gam (note 4 (c)) (8,111) - Finance costs (note 16) 7,124 4,001 (3,576) (17,516) Profit before income taxes 118,250 110,682 Current income tax expense (recovery) Deferred income tax expense (recovery) 22,528 2,587 23,626 (5,576) Income tax expense (recovery) (note 12) 25,115 18,050 Net income 93,135 92,632 Earnings per share Basic and diluted (note 17) $ 439 $ 437 See accompanying notes to the consolidated financial statements Item 5. - 78 HB -116- CONSTELLATION SOFTWARE INC. Consolidated Statements of Comprehensive Income (In thousands of U S dollars, except per share amounts) Year ended December 31, 2013 2012 Net income $ 93,135 $ 92,632 Items that are or may be reclassified subsequently to profit or loss Net change in fair value of available -for -sale financial asset during the year 310 13,968 Net unrealized foreign exchange gain (loss) on available -for -sale financial asset during the year - 45 Amounts reclassified to profit during the year related to realized gains on available -for -sale financial asset - (21,735) 0 Foreign currency translation differences from foreign operations (1,535) 1,164 Current income tax recovery (expense) 53 104 Deferred income tax recovery (expense) - 1,114 Other comprehensive (loss) income for the year, net of income tax (1,172) (5,340) Total comprehensive income for the year $ 91,963 $ 87,292 See accompanying notes to the consolidated financial statements HB - 1 17- Item 5. - 79 CONSTELLATION SOFTWARE INC. Consolidated Statements of Changes in Equity (In thousands of U S dollars) Year ended December 31, 2013 Capital Accumulated other Total accumulated other Retained Total stock comprehensive comprehensive earnings income/(loss) income/(loss) Cumulative Amounts translation related to account gains/losses on available - for -sale financial assets Balance at January 1, 2013 $ 99,283 $ 1,450 $ 171 $ 1,621 $ 157,900 $ 258,804 Total comprehensive income for the year Net income - - - - 93,135 93,135 Other comprehensive income (loss) Net change in fair value of available -for -sale financial asset during the year 310 310 310 Net unrealized foreign exchange adjustment gam (loss) on available -for -sale financial asset during the year - - - Amounts reclassified to profit during the year related to realized gains on available -for -sale investment Foreign currency translation differences from foreign operations (1,535) (1,535) (1,535) Current tax recovery (expense) 53 53 53 Deferred tax recovery (expense) - Total other comprehensive income (loss) for the year (1,482) 310 (1,172) - (1,172) Total comprehensive income (loss) for the year (1,482) 310 (1,172) 93,135 91,963 Transactions with owners, recorded directly in equity Dividends to shareholders of the Company (note 14) - - - - (84,768) (84,768) Balance at December 31, 2013 $ 99,283 $ (32) $ 481 $ 449 $ 166,267 $ 265,999 See accompanying notes to the consolidated financial statements Item 5. - 80 xB -118- CONSTELLATION SOFTWARE INC. Consolidated Statements of Changes in Equity (In thousands of U S dollars) Year ended December 31, 2012 Capital Accumulated other Total accumulated other Retained Total stock comprehensive comprehensive earnings income/(loss) income/(loss) Cumulative Amounts translation related to account gams/losses on available - for -sale financial assets Balance at January 1, 2012 $ 99,283 $ 182 $ 6,779 $ 6,961 $ 150,036 $ 256,280 Total comprehensive income for the year Net income - - - - 92,632 92,632 Other comprehensive income (loss) Net change in fair value of available -for -sale financial assets during the year 13,968 13,968 13,968 Net unrealized foreign exchange adjustment gain (loss) on available -for -sale financial assets during the year 45 45 45 Amounts reclassified to profit during the year related to realized gains on available -for -sale financial assets - (21,735) (21,735) (21,735) Foreign currency translation differences from foreign operations 1,164 1,164 1,164 Current tax recovery (expense) 104 - 104 104 Deferred tax recovery (expense) - 1,114 1,114 1,114 Total other comprehensive income for the year 1,268 (6,608) (5,340) - (5,340) Total comprehensive income for the year 1,268 (6,608) (59340) 92,632 87,292 Transactions with owners, recorded directly in equity Dividends to shareholders of the Company (note 14) - - - - (84,768) (84,768) Balance at December 31, 2012 $ 99,283 $ 1,450 $ 171 $ 1,621 $ 1579900 $ 258,804 See accompanying notes to the consolidated financial statements HB -119- Item 5. - 81 CONSTELLATION SOFTWARE INC. Consolidated Statements of Cash Flows (In thousands of U S dollars) Year ended December 31, 2013 2012 Cash flows from operating activities Net income $ 93,135 $ 92,632 Adjustments for Depreciation 9,944 7,643 Amortization of intangible assets 119,144 85,142 Equity in net (income) loss of equity investees (780) 839 Finance income (1,041) (23,178) Finance costs 7,124 4,001 Bargain purchase gain (8,111) - Income tax expense 25,115 18,050 Foreign exchange loss (gain) (768) 822 Change in non -cash operating working capital exclusive of effects of business combinations (note 24) 519 (17,390) Income taxes paid (23,988) (23,770) Net cash flows from operating activities 220,293 144,791 Cash flows from (used in) financing activities Interest paid (3,428) (1,761) Increase (decrease) in other non current liabilities - (973) Increase (decrease) in bank indebtedness, net 432,645 41,052 Credit facility transaction costs (343) (2,077) Dividends paid (84,768) (63,576) Net cash flows from (used in) in financing activities 344,106 (27,335) Cash flows from (used in) investing activities Acquisition of businesses, net of cash acquired (note 4) (501,095) (121,154) Post -acquisition settlement payments, net of receipts (21,771) (17,445) Purchases of available -for -sale financial assets - (211) Proceeds from sale of available -for -sale equity securities - 34,977 Proceeds from sale of intangible assets - 101 Interest and dividends received 348 5 Proceeds from sale of assets 5,690 - Property and equipment purchased (11,100) (6,100) Net cash flows used in investing activities (527,928) (109,827) Effect of foreign currency on cash and cash equivalents 183 192 Increase (decrease) in cash and cash equivalents 36,654 7,821 Cash, beginning of year 41,313 33,492 Cash, end of year $ 77,967 $ 41,313 See accompanying notes to the consolidated financial statements Item 5. - 82 xB - 1 20- CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 Notes to the consolidated financial statements 1 Reporting entity 15 Revenue 2 Basis of presentation 16 Finance income and finance costs 3 Significant accounting policies 17 Earnings per share 4 Business acquisitions 18 Capital risk management 5 Equity security available -for -sale 19 Financial risk management and financial instruments 6 Inventories 20 Operating leases 7 Other assets and liabilities 21 Operating segments 8 Property and equipment 22 Contingencies 9 Intangible assets and goodwill 23 Guarantees 10 Bank indebtedness 24 Changes in non -cash operating working capital 11 Provisions 25 Related parties 12 Income taxes 26 Subsequent events 13 Deferred tax assets and liabilities 14 Capital and other components of equity 7 HB -121- Item 5. - 83 CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 1. Reporting entity Constellation Software Inc ("Constellation") is a company domiciled in Canada The address of Constellation's registered office is 20 Adelaide Street East, Suite 1200, Toronto, Ontario, Canada The consolidated financial statements of Constellation as at and for the fiscal years ended December 31, 2013 and December 31, 2012 comprise Constellation and its subsidiaries (together referred to as the "Company") and the Company's interest in associates The Company is engaged principally in the development, installation and customization of software relating to the markets listed below, and in the provision of related professional services and support Public Sector Public transit operators Asset management Municipal systems Para transit operators Fleet and facility management School administration School transportation District attorney Public safety Non -emergency medical Taxi dispatch Healthcare Ride share Benefits administration Public housing authorities Local government Insurance Housing finance agencies Agri -business Collections management Municipal treasury & debt systems Rental Electric utilities Real estate brokers and agents Marine asset management Water utilities Court School and special library information systems Private Sector Private clubs & daily fee golf Lease management Window manufacturers courses Construction Winery management Cabinet manufacturers Food services Buy here pay here dealers Made -to -order manufacturers Health clubs RV and marine dealers Window and other dealers Moving and storage Pulp & paper manufacturers Multi -carrier shipping Metal service centers Real estate brokers and agents Supply chain optimization Attractions Outdoor equipment dealers Multi -channel distribution Leisure centers Pharmaceutical and biotech Wholesale distribution manufacturers Education Healthcare electronic medical Third party logistics warehouse records management systems Radiology & laboratory information Homebuilders Retail management and systems distribution Product licensing Event management Association management Tire distribution Salons and spas 8 Item 5. - 84 HB -122- CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 2. Basis of presentation (a) Statement of compliance These consolidated financial statements have been prepared in accordance with International Financial Reporting Standards (IFRSs), issued and outstanding as of March 6, 2014, the date the Board of Directors approved such financial statements (b) Basis of measurement The consolidated financial statements have been prepared on the historical cost basis except for available -for - sale financial assets, certain assets and liabilities initially recognized in connection with business combinations, and derivative financial instruments, which are measured at fair value (c) Functional and presentation of currency The consolidated financial statements are presented in U S dollars, which is Constellation's functional currency (d) Use of estimates and judgements The preparation of the consolidated financial statements in conformity with IFRS requires management to make judgements, estimates and assumptions that affect the application of accounting policies and reported amounts of assets, liabilities, income and expenses Actual results may differ from these estimates Estimates and underlying assumptions are reviewed on an ongoing basis Estimates are based on historical experience and other assumptions that are considered reasonable in the circumstances The actual amount or values may vary in certain instances from the assumptions and estimates made Changes will be recorded, with corresponding effect in profit or loss, when, and if, better information is obtained Information about assumptions and estimation uncertainties that have a significant risk of resulting in a material adjustment within the next financial year are included in the following notes Note 3(I) — Revenue recognition Note 3(a)(i) - Business combinations Note 3(n) - Income taxes Note 30) - Impairment Note 3(d) - Intangible assets Note 22 — Contingencies Critical judgements that management has made in the process of applying accounting policies disclosed herein and that have a significant effect on the amounts recognized in the consolidated financial statements relates to the (i) determination of functional currencies for Constellation's subsidiaries and, most notably, in respect of businesses acquired during the period, (ii) assessment as to whether certain customer contract obligations and deliverables related to multiple -element arrangements have stand-alone value to the customer, (iii) recognition of deferred tax assets, and (iv) recognition of provisions Functional currency - management applies judgement in situations where primary and secondary indicators are mixed Primary indicators such as the currency that mainly influence sales prices are given priority before considering secondary indicators HB -1231- Item 5. - 85 CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 Revenue recognition and separation of customer contract obligations and deliverables — management applies judgement when assessing whether certain deliverables in a customer arrangement should be included or excluded from the unit of account to which contract accounting is applied The judgement is typically related to the sale and inclusion of third party hardware and licenses in a customer arrangement and involves an assessment that principally addresses whether the deliverable has stand-alone value to the customer that is not dependent upon other components of the arrangement • The presentation of revenue and related costs on a gross or net basis — management assess whether the Company is the primary obligor in the arrangement involving third party services, license and/or maintenance, which is generally consistent with the Company retaining fulfillment, inventory, and credit risks, among others • Deferred tax assets - The recognition of deferred tax assets is based on forecasts of future taxable profit The measurement of future taxable profit for the purposes of determining whether or not to recognize deferred tax assets depends on many factors, including the Company's ability to generate such profits and the implementation of effective tax planning strategies The occurrence or non-occurrence of such events in the future may lead to significant changes in the measurement of deferred tax assets • Provisions - In recognizing provisions, the Company evaluates the extent to which it is probable that it has incurred a legal or constructive obligation in respect of past events and the probability that there will be an outflow of benefits as a result The judgements used to recognize provisions are based on currently known factors which may vary over time, resulting in changes in the measurement of recorded amounts as compared to initial estimates 3. Significant accounting policies The accounting policies set out below have been applied consistently to all periods presented in these consolidated financial statements unless otherwise indicated The significant accounting policies have been applied consistently by the Company's subsidiaries (a) Basis of consolidation (i) Business combinations Acquisitions have been accounted for using the acquisition method required by IFRS 3 Goodwill arising on acquisition is measured as the fair value of the consideration transferred including the recognized amount of any non -controlling interest in the acquiree, if any, less the net recognized amount of the estimated fair value of identifiable assets acquired and liabilities assumed (subject to certain exemptions to fair value measurement principles such as deferred tax assets or liabilities), all measured as of the acquisition date When the excess of the consideration transferred less the assets and liabilities acquired is negative, a bargain purchase gain is recognized immediately in profit or loss Transaction costs that the Company incurs in connection with a business combination are expensed as incurred The Company uses its best estimates and assumptions to accurately value assets and liabilities assumed at the acquisition date as well as contingent consideration, where applicable, and these estimates are inherently uncertain and subject to refinement As a result, during the measurement period, which may be up to one year from the acquisition date, the Company records adjustments to the assets acquired and liabilities assumed with a corresponding offset to goodwill Upon conclusion of the measurement period or final determination of the values 10 Item 5. - 86 xB -124- CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 of assets acquired or liabilities assumed, whichever comes first, any subsequent adjustments are recorded to profit or loss For a given acquisition, the Company may identify certain pre -acquisition contingencies as of the acquisition date and may extend its review and evaluation of these pre -acquisition contingencies throughout the measurement period in order to obtain sufficient information to assess these contingencies as part of acquisition accounting, as applicable (h) Consolidation methods Entities over which the Company has control are fully consolidated from the date that control commences until the date that control ceases Entities over which the Company has significant influence (investments in "associates") are accounted for under the equity method Significant influence is assumed when the Company's interests are 20% or more, unless qualitative factors overcome this assumption Associates are those entities in which the Company has significant influence, but not control, over the financial and operating policies Investments in associates are recognized initially at cost, inclusive of transaction costs The Company's investment includes goodwill identified on acquisition, net of any accumulated impairment losses The consolidated financial statements include the Company's share of the income and expenses and equity movement of equity accounted investees, from the date that significant influence commences until the date that significant influence ceases (iii) Transactions eliminated on consolidation Intra-company balances and transactions, and any unrealized income and expenses arising from mtra-company transactions, are eliminated in preparing the consolidated financial statements (b) Foreign currency translation (i) Foreign currency transactions Transactions in foreign currencies are translated to the respective functional currencies of subsidiaries of the Company at exchange rates at the dates of the transactions Monetary assets and liabilities denominated in foreign currencies at the reporting date are re -measured to the functional currency at the exchange rate at that date Foreign currency differences arising on re -measurement are recognized through profit or loss, except for differences arising on the retranslation of available -for -sale equity instruments, which are recognized in other comprehensive income Non -monetary items that are measured in terms of historical cost in a foreign currency are translated using the exchange rate at the date of the transaction Foreign currency gains and losses are reported in profit and loss on a net basis The effect of currency translation adjustments on cash and cash equivalents is presented separately in the statements of cash flows and separated from investing and financing activities when deemed significant (h) Foreign operations The assets and liabilities of foreign operations, including goodwill and fair value adjustments arising on acquisition, are translated to U S dollars at exchange rates at the reporting date The income and expenses of foreign operations are translated to U S dollars using average exchange rates for the month during which the transactions occurred Foreign currency differences are recognized in other comprehensive income in the cumulative translation account 11 xB -125- Item 5. - 87 CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 Foreign currency differences are recognized and presented in other comprehensive income and in the foreign currency translation adjustment in equity However, if the operation is a non -wholly owned subsidiary, then the relevant proportionate share of the translation difference is allocated to the non -controlling interest when applicable Foreign exchange gains or losses arising from a monetary item receivable from or payable to a foreign operation, the settlement of which is neither planned nor likely to occur in the foreseeable future and which its substance is considered to form part of the net investment in the foreign operation, are recognized in other comprehensive income in the cumulative amount of foreign currency translation differences If, and when, settlement plans change or deemed likely to occur, then the accounting process in (b)(i) above is applied When a foreign operation payable or receivable classified as a net investment is partially or fully disposed, the proportionate share of the cumulative amount in the translation reserve related to that foreign operation is transferred to profit or loss as part of the profit or loss on disposal The Company has elected not to treat repayments of monetary items receivable or payable to a foreign operation as a disposition (c) Financial Instruments The Company's financial instruments comprise cash, equity securities, accounts receivables, derivatives in the form of foreign exchange forward contracts, bank indebtedness, accounts payable and accrued liabilities, and holdback liabilities on acquisitions Financial assets are recognized in the consolidated statement of financial position if we have a contractual right to receive cash or other financial assets from another entity Financial assets, including accounts receivable, are derecognized when the rights to receive cash flows from the investments have expired or were transferred to another parry and the Company has transferred substantially all risks and rewards of ownership All financial liabilities are recognized initially on the date at which the Company becomes a party to the contractual provisions of the instrument The Company derecognizes a financial liability when its contractual obligations are discharged, cancelled or expire Financial assets and liabilities are offset and the net amount presented in the statement of financial position when, and only when, the Company has a legal right to offset the amounts and intends either to settle on a net basis or to realize the asset and settle the liability simultaneously (i) Non -derivative financial assets Non -derivative financial assets are classified in the following categories at the time of initial recognition based on the purpose for which the financial assets were acquired Available -for -sale financial assets Available -for -sale financial assets are non -derivative financial assets that are designated as available -for -sale and that are not classified within loans and receivables or financial assets at fair value through profit or loss The Company's investments in equity securities are classified as available -for -sale financial assets Subsequent to initial recognition, they are measured at fair value and changes therein, other than impairment losses which are recognized in profit or loss, are recognized in other comprehensive income and presented within shareholders' equity in the fair value reserve When an investment is disposed of and derecognized, the cumulative gain or loss in other comprehensive income is transferred to profit or loss for the period 12 Item 5. - 88 xB -126- CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 The fair value of the available -for -sale financial assets is determined by reference to their quoted closing bid price at the reporting date Loans and receivables Loans and receivables, which comprise trade receivables, are financial assets with fixed or determinable payments that are not quoted in an active market Such assets are recognized initially at fair value inclusive of any directly attributable transaction costs and subsequently carried at amortized cost using the effective interest method, less any impairment losses They are included in current assets, except for those with maturities greater than 12 months after the balance sheet date, which are classified as non -current assets (ii) Non -derivative financial liabilities Financial liabilities include bank indebtedness, accounts payable and accrued liabilities, provisions, dividends payable, and holdbacks on acquisitions Financial liabilities are recognized initially at fair value, typically being transaction price, plus any directly attributable transaction costs and subsequently measured at amortized cost using the effective interest method The Company derecognizes a financial liability when its contractual obligations are discharged, cancelled, or expire (iii) Capital Stock Common shares are classified as equity Incremental costs directly attributable to the issue of common shares are recognized as a deduction from equity, net of tax (iv) Derivatives Derivatives are recognized initially at fair value, applicable transaction costs are recognized in profit or loss as incurred Subsequent to initial recognition, derivatives are measured at fair value, and changes therein are recognized immediately in profit or loss (d) Intangible assets (i) Goodwill Goodwill that arises upon the acquisition of subsidiaries is included in intangible assets For measurement of goodwill at initial recognition, including the recognition of bargain purchase gains, refer to note 4 After initial recognition, goodwill is measured at cost less any accumulated impairment losses, with the carrying value being reviewed for impairment at least annually and whenever events or changes in circumstances indicate that the carrying value may be impaired In respect of equity accounted investees, the carrying amount of goodwill is included in the carrying amount of the investment, and an impairment loss on such an investment is not allocated to any asset, including goodwill, that forms part of the carrying amount of the equity accounted investee No such losses have been recognized during the year The impairment test methodology is based on a comparison between the higher of fair value less costs to sell and value -in -use of each of the Company's business units (considered as the grouping of cash generating units ("CGU") at which level the impairment test is performed) and the net asset carrying values (including goodwill) of the Company's business units Within the Company's reporting structure, business units generally reflect one level below the seven operating segments (Volans, Harris, Emphasys, Total Specific Solutions, Jonas, Homebudder, and Friedman Operating Groups) In determining the recoverable amount, the Company applies an 13 HB -1 27- Item 5. - 89 CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 estimated market valuation multiple to the business unit's most recent annual recurring revenues, which are derived from combined software/support contracts, transaction revenues, and hosted products Valuation multiples applied by management for this purpose reflect current market conditions specific to the business unit and are assessed for reasonability by comparison to the Company's current and past acquisition experience involving ranges of revenue -based multiples required to acquire representative software companies In addition, in certain instances, the recoverable amount is determined using a value -in -use approach which follows the same valuation process that is undertaken for the Company's business acquisitions An impairment is recognized if the carrying amount of a CGU exceeds its estimated recoverable amount (ii) Acquired intangible assets The Company uses the income approach to value acquired technology and customer relationship intangible assets The income approach is a valuation technique that calculates the estimated fair value of an intangible asset based on the estimated future cash flows that the asset can be expected to generate over its remaining useful life The Company utilizes the discounted cash flow ("DCF") methodology which is a form of the income approach that begins with a forecast of the annual cash flows that a market participant would expect the subject intangible asset to generate over a discrete projection period The forecasted cash flows for each of the years in the discrete projection period are then converted to their present value equivalent using a rate of return appropriate for the risk of achieving the intangible assets' projected cash flows, again, from a market participant perspective The present value of the forecasted cash flows are then added to the present value of the residual value of the intangible asset (if any) at the end of the discrete projection period to arrive at a conclusion with respect to the estimated fair value of the subject intangible assets Specifically, the Company relies on the relief -from -royalty method to value the acquired technology and the multiple -period excess earnings ("MEEM") method to value customer relationship assets The underlying premise of the relief -from -royalty method is that the fair value of the technology is equal to the costs savings (or the "royalty avoided") resulting from the ownership of the asset by the avoidance of paying royalties to license the use of the technology from another owner Accordingly the income forecast reflects an estimate of a fair royalty that a licensee would pay, on a percentage of revenue basis, to obtain a license to utilize the technology The MEEM method isolates the cash flows attributable to the subject asset by utilizing a forecast of expected cash flows less the returns attributable to other enabling assets, both tangible and intangible Other intangible assets that are acquired by the Company and have finite useful lives are measured at cost, being reflective of fair value, less accumulated amortization and impairment losses Subsequent expenditures are capitalized only when it increases the future economic benefits that form part of the specific asset to which it relates and other criteria have been met Otherwise all other expenditures are recognized in profit or loss as incurred Amortization is recognized in profit or loss on a straight-line basis over the estimated useful lives of intangible assets, other than goodwill, from the date that they are acquired and available for use, since this most closely reflects the expected usage and pattern of consumption of the future economic benefits embodied in the asset To determine the useful life of the technology assets, the Company considers the length of time over which it expects to earn or recover the majority of the present value of the related intangible assets The estimated useful lives for the current and comparative periods are as follows 14 Item 5. - 90 xB -128- CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 Technology assets Customer assets Trademarks Backlog Non -compete agreements 2 to 12 years 5 to 12 years 20 years Up to 1 year Life of agreement Amortization methods, useful lives and the residual values are reviewed at least annually and are adjusted as appropriate (III) Research and development Expenditure on research activities, undertaken with the prospect of gaining new scientific or technical knowledge and understanding, is recognized in profit or loss as an expense as incurred Expenditure on development activities, whereby research findings are applied to a plan or design for the production of new or substantially improved products and processes, is capitalized only if the product or process is technically and commercially feasible, if development costs can be measured reliably, if future economic benefits are probable, if the Company intends to use or sell the asset and the Company intends and has sufficient resources to complete development To date, no material development expenditures have been capitalized For the year ended December 31, 2013, $177,021 (2012 — $123,622) of research and development costs have been expensed in profit or loss These costs are net of estimated investment tax credits, recognized as part of other, net expenses through profit or loss of $7,998 for the year ended December 31, 2013 (2012 — $5,199) (e) Property and equipment (i) Recognition and measurement Items of property and equipment are measured at cost less accumulated depreciation and accumulated impairment losses Cost includes initial and subsequent expenditures that are directly attributable to the acquisition of the related asset When component parts of an item of property and equipment have different useful lives, they are accounted for as separate items (major components) of property and equipment, where applicable (ii) Depreciation Depreciation is recognized in profit or loss on a straight-line basis over the estimated useful lives of each part of an item of property and equipment The estimated useful lives for the current and comparative periods are as follows Asset Rate Computer hardware 3-5 years Computer software 1 year Furniture and equipment 5 years Leasehold improvements Shorter of the estimated useful life and the term of the lease Building 50 years 15 HB -129- Item 5. - 91 CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 Depreciation methods, useful lives and residual values are reviewed at each financial year end or more frequently as deemed relevant, and adjusted where appropriate (f) Inventories Inventories are measured at the lower of cost and net realizable value The cost of inventories is based on the first -in first -out principle, and includes expenditures incurred in acquiring the inventories, production and other costs incurred in bringing them to their existing location and condition In the case of manufactured inventories and work in progress, cost includes an appropriate share of production overheads based on normal operating capacity Net realizable value is the estimated selling price in the ordinary course of business, less the estimated costs of completion and selling expenses (g) Work in progress Work in progress represents the gross unbilled amount expected to be collected from customers for contract work performed to date It is measured at cost plus profit recognized to date (see note 3(I)) less progress billings and recognized losses, if any Work in progress is presented in the statement of financial position for all contracts in which costs incurred plus recognized profits exceed progress billings If progress billings exceed costs incurred plus recognized profits, then the excess is presented as deferred revenue in the statement of financial position (h) Acquired contract assets and liabilities Customer contracts acquired in a business combination are assigned a fair value at the date of acquisition based on the remaining amounts to be billed under the contract, reduced by the estimated costs to complete the contract and an allowance for normal profit related to the activities that will be performed after the acquisition The resulting amount is recorded as an asset when billings are in excess of estimated costs plus the allowance for normal profit on uncompleted contracts as of the acquisition date Conversely, the resulting amount is recorded as a liability when estimated costs plus the allowance for normal profit are in excess of billings on uncompleted contracts Each period subsequent to the acquisition date of an applicable business and the related customer contracts, the asset (liability) is reduced (increased) by actual billings and increased (decreased) by revenue recognized in profit or loss (i) Other non -current liabilities Other non -current liabilities consists of the non -current portion of lease incentives, non -compete obligations, deferred revenue, provisions and contingent consideration recognized in connection with business acquisitions to be settled in cash, which are discounted for measurement purposes 0) Impairment (i) Financial assets (including receivables) A financial asset not carried at fair value through profit or loss is assessed at each reporting date to determine whether there is objective evidence that it is impaired A financial asset is impaired if objective evidence indicates 16 Item 5. - 92 HB -130- CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 that a loss event has occurred after the initial recognition of the asset, and that the loss event had a negative effect on the estimated future cash flows of that asset that can be estimated reliably Objective evidence that financial assets are impaired can include default or delinquency by a debtor, restructuring of an amount due to the Company on terms that the Company would not consider otherwise, or indications that a debtor or issuer will enter bankruptcy The Company considers evidence of impairment for receivables at both a specific and collective level All individually significant receivables are assessed for specific impairment All individually significant receivables found not to be specifically impaired, together with receivables that are not individually significant are collectively assessed for impairment by grouping together receivables with similar risk characteristics An impairment loss in respect of a financial asset measured at amortized cost is calculated as the difference between its carrying amount and the present value of the estimated future cash flows discounted at the asset's original effective interest rate Losses are recognized in profit or loss and reflected in an allowance account against receivables When a subsequent event causes the amount of impairment loss to decrease, the decrease in impairment loss is reversed through profit or loss Impairment losses on available -for -sale equity securities are recognized by transferring the cumulative loss that has been recognized in other comprehensive income, and presented in unrealized gains/losses on available -for - sale financial assets in equity, to profit or loss The cumulative loss that is removed from other comprehensive income and recognized through profit or loss is the difference between the acquisition cost, and the current fair value, less any impairment loss previously recognized through profit or loss Any subsequent recovery in the fair value of an impaired available -for -sale equity security is recognized in other comprehensive income If, in a subsequent period, the fair value of an impaired available -for -sale debt security increases and the increase can be related objectively to an event occurring after the impairment loss was recognized in profit or loss, then the impairment loss is reversed, with the amount of the reversal recognized in profit or loss (ii) Non -financial assets The carrying amounts of the Company's non -financial assets, other than inventories (note 3(f)) and deferred tax assets (note 3(n)), are reviewed at each reporting date to determine whether there is any indication of impairment If any such indication exists, then the asset's recoverable amount is estimated For goodwill, the recoverable amount is estimated annually on December 31 of each fiscal year The recoverable amount of an asset or CGU is the greater of its value in use and its fair value less costs to sell In assessing the value in use, the Company uses discounted cash flows which are determined using a pre-tax discount rate specific to the asset or CGU The discount rate used reflects current market conditions including risks specific to the assets Significant estimates within the cash flows include recurring revenue growth rates and operating expenses For the purpose of impairment testing, assets that cannot be tested individually are grouped together into the smallest group of assets that generates cash inflows from continuing use that are largely independent of the cash inflows of other assets or groups of assets, which for the Company's purposes is typically representative of the business unit level within the corporate and management structure For the purposes of goodwill impairment testing, goodwill acquired in a business combination is allocated to the CGU, or the group of CGUs, that is expected to benefit from the synergies of the combination An impairment loss is recognized if the carrying amount of an asset or its CGU exceeds its estimated recoverable amount Impairment losses are recognized in profit or loss Impairment losses recognized in respect of CGUs are allocated first to reduce the carrying amount of any goodwill allocated to the CGU, and then to reduce the carrying amounts of the other assets in the CGU (group of units) on a pro rata basis 17 xB - 1 3 1 - Item 5. - 93 CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 Goodwill that forms part of the carrying amount of an investment in an associate is not recognized separately and, therefore, is not tested for impairment separately Instead, the entire amount of the investment in an associate is tested for impairment as a single asset when there is objective evidence that the investment in an associate may be impaired An impairment loss in respect of goodwill is not reversed In respect of other non -financial assets, impairment losses recognized in prior periods are assessed at each reporting date for any indications that the loss has decreased or no longer exists An impairment loss is reversed if there has been a change in the estimates used to determine the recoverable amount An impairment loss is reversed only to the extent that the asset's carrying amount does not exceed the carrying amount that would have been determined, net of depreciation or amortization, if no impairment loss had been previously recognized (k) Provisions A provision is recognized if, as a result of a past event, the Company has a present legal or constructive obligation that can be estimated reliably, and it is probable that an outflow of economic benefits will be required to settle the obligation Provisions are measured at the estimated future cash flows required to settle the present obligation, based on the most reliable evidence available at the reporting date The estimated cash flows are discounted at a pre-tax rate that reflects current market assessments of the time value of money and the risks specific to the liability The amortization of the discount is recognized as part of finance costs (1) Revenue recognition Revenue represents the fair value of consideration received or receivable from customers for goods and services provided by the Company, net of discounts and sales taxes The Company reports revenue under four revenue categories being, License, Hardware and other, Professional Services, and Maintenance and other recurring revenue Typically, the Company's software license agreements are multiple -element arrangements as they may also include maintenance, professional services, and hardware Multiple -element arrangements are recognized as the revenue for each unit of accounting is earned based on the relative fair value of each unit of accounting as determined by an internal analysis of prices or by using the residual method A delivered element is considered a separate unit of accounting if it has value to the customer on a standalone basis, and delivery or performance of the undelivered elements is considered probable and substantially under the Company's control If these criteria are not met, revenue for the arrangement as a whole is accounted for as a single unit of accounting Where company -specific objective evidence of fair value cannot be determined for undelivered elements, the Company determines fair value of the respective element by estimating its stand-alone selling price, which is also applied for the presentation as part of the revenue categories noted above when certain of those elements are deemed to be a single unit of accounting The Company typically sells or licenses software on a perpetual basis, but also licenses software for a specified period Revenue from short-term time -based licenses, which usually include support services during the license period, is recognized rateably over the license term Revenue from multi -year time based licenses that include support services, whether separately priced or not, is recognized rateably over the license term unless a substantive support service renewal rate exists, if this is the case, the amount allocated to the delivered software is recognized as software revenue based on the residual approach once the revenue criteria have been met In those instances where the customer is required to renew mandatory support and maintenance in order to maintain use of the licensed software over the license term, the Company recognizes the consideration attributable to the license and support for the initial term of the arrangement attributable to the license and support 18 Item 5. - 94 HB -132- CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 over the initial one-year term and recognizes revenue for the support renewal fees in subsequent years over the respective renewal periods Revenue from the license of software involving significant implementation or customization essential to the functionality of the Company's product, or from the sales of hardware where software is essential to its functionality, is recognized under the percentage -of -completion method of contract accounting based either on the achievement of contractually defined milestones or based on labour hours Any probable losses are recognized immediately in profit or loss In certain situations where the outcome of an arrangement cannot be estimated reliably, costs associated with the arrangement are recognized as incurred In this situation, revenues are recognized only to the extent of the costs incurred that are probable of recovery A portion of the Company's sales, categorized as hardware and other revenue, are accounted for as product revenue Product revenue is recognized when the Company has an executed agreement, the product has been delivered and costs can be measured reliably, the amount of the fee to be paid by the customer is fixed and determinable, and the collection of the related receivable is deemed probable from the outset of the arrangement If for any of the product or service offerings, the Company determines at the outset of an arrangement that the amount of revenue cannot be measured reliably, and the Company concludes that the inflow of economic benefits associated with the transaction is not probable, then the revenue is deferred until the arrangement fee becomes due and payable by the customer If, at the outset of an arrangement, the Company determines that collectability is not probable, and the Company concludes that the inflow of economic benefits associated with the transaction is not probable, then revenue recognition is deferred until the earlier of when collectability becomes probable or payment is received If collectability becomes unlikely before all revenue from an arrangement is recognized, the Company recognizes revenue only to the extent of the fees that are successfully collected unless collectability becomes reasonably assured again If a customer is specifically identified as a collection risk, the Company does not recognize revenue except to the extent of the fees that have already been collected Revenue related to the customer reimbursement of travel related expenses incurred during a project implementation is included in the hardware and other revenue category Revenue is recognized as costs are incurred which is consistent with the period in which the costs are invoiced Reimbursable travel expenses incurred for which an invoice has not been issued, are recorded as part of work in progress on the statement of financial position Maintenance and other recurring revenue primarily consists of fees charged for customer support on software products post -delivery and also includes, to a lesser extent, recurring fees derived from combined software/support contracts, transaction revenues, managed services, and hosted products The company - specific fair value of maintenance is typically derived from rates charged to renew these services after an initial period Maintenance revenue remaining to be recognized in profit or loss is recognized as deferred revenue in the consolidated statements of financial position when amounts have been billed in advance and the term of the service period has commenced Professional Services revenue including implementation, training and customization of software is recognized by the stage of completion of the arrangement determined using the percentage of completion method noted above or as such services are performed as appropriate in the circumstances The revenue and profit of fixed price contracts is recognized on a percentage of completion basis when the outcome of a contract can be estimated reliably When the outcome of the contract cannot be estimated reliably, the amount of revenue recognized is limited to the cost incurred in the period Losses on contracts are recognized as soon as a loss is foreseen by reference to the estimated costs of completion Management exercises judgement in determining whether a contract's outcome can be estimated reliably Management also applies estimates in the calculation of future contract costs and related profitability as it relates to labour hours and other considerations, which are used in determining the value of amounts recoverable on 19 xs -133- Item 5. - 95 CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 contracts and timing of revenue recognition Estimates are continually and routinely revised based on changes in the facts relating to each contract Judgement is also needed in assessing the ability to collect the corresponding receivables The timing of revenue recognition often differs from contract payment schedules, resulting in revenue that has been earned but not billed These amounts are included in work in progress Amounts billed in accordance with customer contracts, but not yet earned, are recorded and presented as part of deferred revenue (m) Finance income and finance costs Finance income comprises interest income, gains on the disposal of available -for -sale financial assets, dividend income, and changes in the fair value of financial assets at fair value through profit or loss Interest income is recognized as it accrues through profit or loss, using the effective interest method Finance costs comprise interest expense on borrowings, amortization of the discount on provisions, fair value losses on financial assets at fair value through profit or loss, and impairment losses recognized on financial assets other than trade receivables Transaction costs attributable to the Company's bank indebtedness are recognized in finance costs using the effective interest method (n) Income taxes Income tax expense comprises current and deferred tax Current tax and deferred tax are recognized in profit or loss except to the extent that it relates to a business combination, or items recognized directly in equity or in other comprehensive income Current tax is the expected taxes payable or receivable on the taxable income or loss for the period, using tax rates enacted or substantively enacted at the reporting date, and any adjustment to taxes payable in respect of previous years Deferred tax is recognized in respect of temporary differences between the carrying amounts of assets and liabilities for financial reporting purposes and the amounts used for taxation purposes Deferred tax is not recognized for temporary differences relating to investments in subsidiaries to the extent that it is probable that they will not reverse in the foreseeable future In addition, deferred tax is not recognized for taxable temporary differences arising on the initial recognition of goodwill Deferred tax is measured at tax rates that are expected to be applied to temporary differences when they reverse, based on the laws that have been enacted or substantively enacted by the reporting date Deferred tax assets and liabilities are offset if there is a legally enforceable right to offset current tax liabilities and assets, and they relate to income taxes levied by the same tax authority on the same taxable entity, or on different tax entities, but they intend to settle current tax liabilities and assets on a net basis or their tax assets and liabilities will be realized simultaneously A deferred tax asset is recognized for unused tax losses, tax credits, difference in tax bases in the purchaser's tax jurisdiction and its cost as reported in the consolidated financial statements as a result of an antra -group transfer of assets and deductible temporary differences, to the extent that it is probable that future taxable profits will be available against which they can be utilized Deferred tax assets are reviewed at each reporting date and are reduced to the extent that it is no longer probable that the related tax benefit will be realized 20 Item 5. - 96 xB -134- CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 (o) Investment tax credits The Company is entitled to both non-refundable and refundable investment tax credits for qualifying research and development activities Investment tax credits are accounted for as a reduction of the related expenditure for items of a period expense nature or as a reduction of property and equipment for items of a capital nature when the amount is reliably estimable and the Company has reasonable assurance regarding compliance with the relevant objective conditions and that the credit will be realized (p) Segment reporting An operating segment is a component of the Company that engages in business activities from which it may earn revenues and incur expenses, including revenues and expenses that relate to transactions with any of the Company's other components The operating results of all operating segments are reviewed regularly by the Company's President and Chairman of the Board of Directors to make decisions about resources to be allocated to the segment and assessing their performance The Company has seven operating segments, referred to as Operating Groups by the Company, being Volans, Harris, Emphasys, Total Specific Solutions, Jonas, Homebuilder, and Friedman The operating segments are aggregated by applying the aggregation criteria in IFRS 8, Operating Segments, into two reportable segments Public (Volans, Harris, Emphasys, Total Specific Solutions Operating Groups) and Private (Jonas, Homebuilder, Friedman Operating Groups) Segment operating results, assets and liabilities include items directly attributable to a segment as well as those that can be allocated on a reasonable basis Unallocated items comprise mainly interest -bearing borrowings and related expenses, and corporate assets and expenses and are included as part of the other segment when reconciling to the Company's consolidated totals Segment capital expenditures are the total cost incurred during the period to acquire segment assets, being property and equipment and intangibles that are expected to be used for more than one year Corporate head office operating expenses, which exclude the unallocated items noted above, are allocated on a consistent basis to the Company's operating segments based on the operating segment's percentage of total consolidated revenue for the allocation period (q) Earnings per share The Company presents basic and diluted earnings per share data for its ordinary shares, being common shares Basic earnings per share is calculated by dividing the profit or loss attributable to ordinary shareholders of the Company by the weighted average number of ordinary shares outstanding during the period, adjusted for treasury shares held Diluted earnings per share is determined by adjusting the profit or loss attributable to shareholders of ordinary shares and the weighted average number of shares outstanding, adjusted for the effects of all dilutive potential ordinary shares (r) Short-term employee benefits Short-term employee benefit obligations, including wages, benefits, incentive compensation, and compensated absences are measured on an undiscounted basis and are expensed as the related service is provided A liability is recognized for the amount expected to be paid and settled under the Company's employee incentive 21 HB -135- Item 5. - 97 CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 compensation plan if the Company has legal or constructive obligation to pay this amount at the time bonuses are paid as a result of past service provided by the employee, and the obligation can be estimated reliably (s) Lease payments Payments made under operating leases are recognized in profit or loss on a straight-line basis over the term of the lease Lease incentives received are recognized as an integral part of the total lease expense over the term of the lease (t) New standards and interpretations adopted IFRS 10 Consolidated Financial Statements IFRS 10 replaces the guidance in IAS 27 Consolidated and Separate Financial Statements and SIC-12 Consolidation — Special Purpose Entities IAS 27 (2008) survives as IAS 27 (2011) Separate Financial Statements, only to carry forward the existing accounting requirements for separate financial statements IFRS 10 provides a single model to be applied in the control analysis for all investees, including entities that currently are SPEs in the scope of SIC-12 in addition, the consolidation procedures are carried forward substantially unmodified from IAS 27 (2008) The Company adopted IFRS 10 for the annual period beginning on January 1, 2013 IFRS 10 did not have a material impact on the consolidated financial statements IFRS 11 Joint Arrangements Under IFRS 11, joint arrangements are classified as either joint operations or joint ventures IFRS 11 essentially carves out of previous jointly controlled entities, those arrangements which although structured through a separate vehicle, such separation is ineffective and the parties to the arrangement have rights to the assets and obligations for the liabilities and are accounted for as joint operations in a fashion consistent with jointly controlled assets/operations under IAS 31 in addition, under IFRS 11 joint ventures are stripped of the free choice of equity accounting or proportionate consolidation, these entities must now use the equity method The Company adopted IFRS 11 for the annual period beginning on January 1, 2013 IFRS 11 did not have a material impact on the consolidated financial statements IFRS 12 Disclosure of Interests in Other Entities IFRS 12 contains the disclosure requirements for entities that have interests in subsidiaries, joint arrangements (i a joint operations or joint ventures), associates and/or unconsolidated structured entities Interests are widely defined as contractual and non -contractual involvement that exposes an entity to variability of returns from the performance of the other entity The required disclosures aim to provide information in order to enable users to evaluate the nature of, and the risks associated with, an entity's interest in other entities, and the effects of those interests on the entity's financial position, financial performance and cash flows The Company adopted IFRS 12 for the annual period beginning on January 1, 2013 The amendments did not have a material impact on the consolidated financial statements 22 Item 5. - 98 xB -136- CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 IFRS 13 Fair Value Measurement IFRS 13 replaces the fair value measurement guidance contained in individual IFRSs with a single source of fair value measurement guidance It defines fair value as the price that would be received to sell an asset or paid to transfer a liability in an orderly transaction between market participants at the measurement date, i e an exit price The standard also establishes a framework for measuring fair value and sets out disclosure requirements for fair value measurements to provide information that enables financial statement users to assess the methods and inputs used to develop fair value measurements and, for recurring fair value measurements that use significant unobservable inputs (Level 3), the effect of the measurements on profit or loss or other The Company adopted IFRS 13 prospectively in its interim and annual financial statements beginning on January 1, 2013 IFRS 13 did not have a material impact on the annual consolidated financial statements Amendments to IAS 28 Investments in Associates and Joint Ventures IAS 28 (2011) carries forward the requirements of IAS 28 (2008), with the following limited amendments Associates and joint ventures held for sale IFRS 5 Non -current Assets Held for Sale and Discontinued Operations applies to an investment, or a portion of an investment, in an associate or a joint venture that meets the criteria to be classified as held for sale For any retained portion of the investment that has not been classified as held for sale, the equity method is applied until disposal of the portion held for sale After disposal, any retained interest is accounted for using the equity method if the retained interest continues to be an associate or a joint venture The Company adopted the amendments in its financial statements for the annual period beginning on January 1, 2013 The amendments to IAS 28 did not have a material impact on the consolidated financial statements Amendments to IAS 1 Presentation of Financial Statements The amendments require that an entity present separately the items of Other Comprehensive Income (OCI) that may be reclassified to profit or loss in the future from those that would never be reclassified to profit or loss Consequently an entity that presents items of OCI before related tax effects will also have to allocate the aggregated tax amount between these categories The existing option to present the profit or loss and other comprehensive income in two statements has remained unchanged The Company adopted the amendments in its interim and annual financial statements for the annual period beginning on January 1, 2013 As the amendments only require changes in the presentation of items in other comprehensive income, the new standard did not have a material impact on the consolidated financial statements Amendments to IAS 19 Employee Benefits The amendments require the following Recognition of actuarial gains and losses immediately in other comprehensive income Full recognition of past service costs immediately in profit or loss 23 HB -13 7- Item 5. - 99 CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 Recognition of expected return on plan assets in profit or loss to be calculated based on the rate used to discount the defined benefit obligation Additional disclosures that explain the characteristics of the entity's defined benefit plans and risks associated with the plans, as well as disclosures that describe how defined benefit plans may affect the amount, timing and uncertainty of future cash flows, and details of any asset -liability match strategies used to manage risks The amendments also impact termination benefits, which would now be recognized at the earlier of when the entity recognizes costs for a restructuring within the scope of IAS 37 Provisions, and when the entity can no longer withdraw the offer of the termination benefits The Company adopted the amendments in its financial statements for the annual period beginning on January 1, 2013 The amendments to IAS 19 did not have a material impact on the consolidated financial statements Amendments to IFRS 7, Offsetting Financial Assets and Liabilities IFRS 7 has been amended to include additional disclosure requirements for financial assets and liabilities that can be offset in the statement of financial position The Company adopted the amendments to IFRS 7 in its interim and annual financial statements beginning on January 1, 2013 The adoption did not have an impact on the consolidated financial statements (u) New standards and interpretations not yet adopted A number of new standards and amendments to standards and interpretations are not yet effective for the year ending December 31, 2013 and have not been applied in preparing these consolidated financial statements The relevant standards are listed below IFRS 9 Financial Instruments IFRS 9 replaces the guidance in IAS 39 Financial Instruments Recognition and Measurement, on the classification and measurement of financial assets The Standard eliminates the existing IAS 39 categories of held to maturity, available -for -sale and loans and receivable Financial assets will be classified into one of two categories on initial recognition financial assets measured at amortized cost, or financial assets measured at fair value Gains and losses on remeasurement of financial assets measured at fair value will be recognized in profit or loss, except that for an investment in an equity instrument which is not held -for -trading, IFRS 9 provides, on initial recognition, an irrevocable election to present all fair value changes from the investment in other comprehensive income (OCI) The election is available on an individual share -by -share basis Amounts presented in OCI will not be reclassified to profit or loss at a later date IFRS 9 also includes a new general hedge accounting standard which will align hedge accounting more closely with risk management The mandatory effective date is not yet determined, however, early adoption of the new standard is still permitted The Company does not intend to adopt IFRS 9 in its financial statements for the annual period beginning on January 1, 2014 24 Item 5. - 100 xB -138- CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 Amendments to IAS 32, Offsetting Financial Assets and Liabilities IAS 32 has been amended to include additional presentation requirements for financial assets and liabilities that can be offset in the statement of financial position Amendments to IAS 32 are effective for periods beginning on or after January 1, 2014 with early adoption permitted The Company intends to adopt the amendments to IAS 32 in its consolidated financial statements for the annual period beginning January 1, 2014 The Company does not expect the amendments to have a material impact on its financial statements Recoverable Amount Disclosures for Non -Financial Assets (Amendments to IAS 36) In May 2013, the IASB issued Recoverable Amount Disclosures for Non -Financial Assets (Amendments to IAS 36) The amendments apply retrospectively for annual periods beginning on or after January 1, 2014 The IASB has issued amendments to reverse the unintended requirement in IFRS 13 Fair Value Measurement to disclose the recoverable amount of every cash -generating unit to which significant goodwill or indefinite -lived intangible assets have been allocated Under the amendments, recoverable amount is required to be disclosed only when an impairment loss has been recognized or reversed The Company intends to adopt the amendments in its financial statements for the annual period beginning on January 1, 2014 As the amendments impact certain disclosure requirements only, the Company does not expect the amendments to have a material impact on the financial statements 4. Business acquisitions (a) On December 31, 2013, the Company acquired 100% of the shares of Total Specific Solutions B V ("TSS") for aggregate cash consideration of $341,560 Pursuant to the terms of the purchase and sale agreement and preliminary agreed upon terms sheets, Constellation and the sellers of TSS are currently negotiating in good faith to reach agreement on a shareholders agreement pursuant to which the sellers and members of TSS' executive management team could acquire a significant minority stake in TSS The total transaction fees associated with the acquisition of TSS was $1,000 The transaction fees were expensed in professional fees in the consolidated statement of income TSS primarily operates in the healthcare and government markets and is a software business similar to existing businesses operated by the Company The acquisition has been accounted for using the acquisition method with the results of operations included in these consolidated financial statements from the date of the acquisition TSS has been included in the Public reportable segment The goodwill recognized in connection with this acquisition is primarily attributable to the application of Constellation's best practices to improve the operations of TSS, synergies with existing businesses of Constellation, and other intangibles that do not qualify for separate recognition including assembled workforce Goodwill in the amount of $43,040 is expected to be deductible for income tax purposes The gross contractual amounts of acquired receivables was $20,988, however the Company has recorded an allowance of $1,456 as part of the acquisition accounting to reflect contractual cash flows that are not expected to be collected Due to the complexity and timing of the acquisition, the Company is in the process of determining and finalizing the estimated fair value of the net assets acquired as part of the acquisition The amounts determined on a provisional basis generally relate to net asset assessments and measurement of the assumed liabilities 25 HB -139- Item 5. - 101 CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 The impact of acquisition accounting applied on a provisional basis in connection with the acquisition of TSS is as follows Assets acquired Cash $ 31,312 Accounts receivable 19,532 Other current assets 16,249 Property and equipment 12,201 Technology assets 124,312 Customer assets 195,760 Trademarks 8,673 408,039 Liabilities assumed Current liabilities 60,360 Deferred revenue 13,586 Deferred income taxes 81,708 Other non -current liabilities 4,925 160,579 Goodwill 94,100 Total consideration $ 341,560 (b) On May 31, 2013, the Company acquired 100% of the shares of QuadraMed Corporation ("QuadraMed") for aggregate cash consideration of $76,731 plus cash holdbacks of $8,250 The cash holdback is payable over one year and will be adjusted, as necessary, for claims under the representations and warranties of the purchase and sale agreement QuadraMed operates in the healthcare market and is a software business similar to existing businesses operated by the Company The acquisition has been accounted for using the acquisition method with the results of operations included in these consolidated financial statements from the date of the acquisition QuadraMed has been included in the Public reportable segment The goodwill recognized in connection with this acquisition is primarily attributable to the application of Constellation's best practices to improve the operations of QuadraMed, synergies with existing businesses of Constellation, and other intangibles that do not qualify for separate recognition including assembled workforce The goodwill is not deductible for income tax purposes The gross contractual amounts of acquired receivables was $28,118, however the Company has recorded an allowance of $5,283 as part of the acquisition accounting to reflect contractual cash flows that are not expected to be collected Due to the complexity and timing of the acquisition, the Company is in the process of determining and finalizing the estimated fair value of the net assets acquired as part of the acquisition The amounts determined on a 26 Item 5. - 102 xB -140- CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 provisional basis generally relate to net asset assessments and measurement of the assumed liabilities, including acquired contract liabilities During the year, the Company made certain changes to the provisional amounts estimated at June 30, 2013 The changes to the net assets acquired primarily relate to a reduction in accounts receivable of $3,102 a reduction in other current assets of $8,330, an increase to technology assets of $19,869, an increase to customer relationship assets of $4,266, a reduction in backlog of $7,390, a reduction in deferred revenue of $20,261, a reduction in deferred income taxes of $6,089 and a reduction in goodwill of $31,703 The impact of acquisition accounting applied on a provisional basis in connection with the acquisition of QuadraMed is as follows Assets acquired Cash $ 7,222 Accounts receivable 22,835 Other current assets 10,384 Property and equipment 1,273 Other non -current assets 1,909 Technology assets 59,813 Customer assets 38,114 Backlog 477 142,027 Liabilities assumed Current liabilities 16,054 Deferred revenue (1) 24,724 Deferred income taxes 24,672 65,450 Goodwill 8,404 Total consideration $ 84,981 (i) Includes acquired contract liabilities of $8,831 (c) During the year ended December 31, 2013, the Company closed twenty-eight additional acquisitions for aggregate cash consideration of $139,373 plus cash holdbacks of $18,793 and contingent consideration with an estimated fair value of $3,889 resulting in total consideration of $162,055 The contingent consideration is payable on the achievement of certain financial targets in the post -acquisition period The obligation for contingent consideration for acquisitions during the period ended December 31, 2013 has been recorded at its estimated fair value at the various acquisition dates The estimated fair value of the applicable contingent consideration is calculated using the weighted probability of the expected contingent consideration to be paid and inclusion of a discount rate as appropriate As part of these arrangements, which included both maximum, or capped, and unlimited contingent consideration amounts, the estimated increase to the initial consideration is not expected to exceed a maximum of $10,974 Aggregate contingent consideration of $18,452 (December 31, 2012 - $15,209) has been reported in the statement of financial position at its estimated fair value relating to applicable acquisitions completed in the current and prior periods Changes made to the estimated fair value of contingent 27 HB -141- Item 5. - 103 CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 consideration are included in other expenses, net in the statements of income A charge of $263 has been recorded for the year ended December 31, 2013 (credit of $973 for the year ended December 31, 2012) Of the twenty-eight acquisitions, the Company acquired 100% of the shares of eighteen businesses and acquired the net assets of the other ten businesses The cash holdbacks are payable over periods ranging from six months to two years and are adjusted, as necessary, for such items as working capital or net tangible asset assessments and claims under the respective representations and warranties of the purchase and sale agreements The acquisitions during the period include software companies catering to the following markets, health clubs, healthcare, event management, metal service centres, local government, window manufacturers, transit, school administration, insurance, and radiology & laboratory information systems markets, agn-business, public safety, retail management and distribution, ride share, electric utility, food services, association management, tire distribution, salons and spas, and school special library information systems all of which are software businesses similar to existing businesses operated by the Company The acquisitions have been accounted for using the acquisition method with the results of operations included in these consolidated financial statements from the date of each acquisition Twelve of the acquisitions have been included in the Private reportable segment and sixteen have been included in the Public reportable segment The goodwill recognized in connection with these acquisitions is primarily attributable to the application of Constellation's best practices to improve the operations of the companies acquired, synergies with existing businesses of Constellation, and other intangibles that do not qualify for separate recognition including assembled workforce Goodwill in the amount of $10,957 is expected to be deductible for income tax purposes A bargain purchase gain totalling $8,111 arose on one of the acquisitions because the fair value of the separately identifiable assets and liabilities exceeded the total consideration paid, principally due to the acquisition of certain assets that will benefit the Company that had limited value to the seller The bargain purchase gain has been recorded in profit or loss in the consolidated statement of income The gross contractual amounts of acquired receivables was $26,017, however the Company has recorded an allowance of $1,712 as part of the acquisition accounting to reflect contractual cash flows that are not expected to be collected The Company is in the process of determining and finalizing the estimated fair value of the net assets acquired as part of the acquisitions that were completed during 2013 The amounts determined on a provisional basis generally relate to net asset assessments and measurement of the assumed liabilities, including acquired contract liabilities During the three month period ended June 30, 2013, the Company reduced the estimated cash flows expected to be collected in respect of an acquired other receivable by $2,300 related to an acquisition that closed in the first quarter of fiscal 2013 Subsequently during the year ended December 31, 2013, the Company reversed the provision relating to the other receivable as a result of an agreement that was reached with the seller and the subsequent cash collection of the other receivable in October 2013 The aggregate impact of acquisition accounting applied on a provisional basis in connection with business acquisitions in the period is as follows 28 Item 5. - 104 xB -142- CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 Public Sector Private Sector Consolidated Assets acquired Cash $ 6,283 $ 11,752 $ 18,035 Accounts receivable 6,437 17,868 24,305 Other current assets 6,541 5,673 12,214 Property and equipment 897 1,935 2,832 Other non -current assets 4,242 33 4,275 Deferred income taxes 6,293 666 6,959 Technology assets 28,033 73,883 101,916 Customer assets 10,191 27,896 38,087 Backlog 45 1,111 1,156 68,962 140,817 209,779 Liabilities assumed Current liabilities 9,113 16,004 25,117 Deferred revenue (1) 14,781 12,851 27,632 Deferred income taxes 1,350 10,737 12,087 Other non -current liabilities 423 - 423 25,667 39,592 65,259 Goodwill 2,064 23,582 25,646 Excess of fair value of net assets acquired (8,111) - (8,111) over consideration paid Total consideration $ 37,248 $ 124,807 $ 162,055 (i) Includes acquired contract liabilities of $4,401 (d) The 2013 business acquisitions contributed revenue and net income of $176,001 and $1,070 during the year ended December 31, 2013 Revenue and net income amounts from acquisitions included in the Public sector were $101,178 and $9,560, respectively Revenue and net loss amounts from acquisitions included in the Private sector were $74,823 and $8,490, respectively If these acquisitions had occurred on January 1, 2013, management estimates that consolidated revenue would have been $1,570,856 and consolidated net income for the year ended December 31, 2013 would have been $68,959 as compared to the amounts reported in the statement of comprehensive income for the same period In determining these amounts, management has assumed that the fair values of the net assets acquired that were estimated and accounted for on the dates of acquisition would have been the same as if the acquisitions had occurred on January 1, 2013 The net income from acquisitions includes the associated amortization of acquired intangible assets recognized as if the acquisitions had occurred on January 1, 2013 5. Equity security available -for -sale At December 31, 2013, the Company held an investment in one (December 31, 2012 - one) public company listed in the U S , which develops and sells software solutions The investment has been designated as available - for -sale The Company sold 100% of two investments during the year ended December 31, 2012 for cash consideration totalling $34,977 and an aggregate gam on sale of $21,735 was recognized in profit or loss 29 xB -143- Item 5. - 105 CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 December 31, 2013 December 31, 2012 Cost Fair Value Cost Fair Value Common shares $ 300 $ 780 $ 300 $ 470 6. Inventories December 31, December 31, 2013 2012 Raw materials $ 4,877 $ 12,533 Work in progress 912 268 Finished goods 15,356 5,938 Total $ 21,145 $ 18,739 No inventories were carried at fair value less cost to sell, and the carrying amount of inventories subject to retention of title clauses was nil as at December 31, 2013 and 2012 Raw materials and changes in finished goods and work in progress recognized as hardware expenses in the statements of income amounted to $68,383 (2012 $58,673) The write -down of inventories to net realizable value amounted to $1,150 (2012 $1,477) The reversal of write -downs amounted to $1,225 (2012 nil) Write- downs and reversals of write -downs are based on the Company's projected sales The write -down and reversal are included in hardware expenses 7. Other assets and liabilities (a) Other assets December 31, December 31, 2013 2012 Prepaid assets $ 40,814 $ 19,961 Investment tax credits recoverable 11,178 3,726 Acquired contract assets 2,046 1,586 Sales tax receivable 5,777 414 Other receivables 7,346 3,491 Total current assets $ 67,161 $ 29,178 Investment tax credits recoverable $ 10,900 $ 8,316 Non -current trade and other receivables 11,235 9,013 Equity accounted mvestees (1) 13,886 13,456 Acquired contract assets 150 319 Total non -current assets $ 36,171 $ 31,104 30 Item 5. - 106 xB -144- CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 (i) Equity accounted mvestees The Company's share of net income in its investments currently being accounted for as equity investees was $780 (2012 loss of $839) Dividends received for the year totalled $348 (2012 $240) The carrying value of the Company's investment in the equity accounted investee as at December 31, 2013 was $13,886 (December 31, 2012 - $13,456) (b) Other liabilities December 31, December 31, 2013 2012 Contingent consideration $ 15,810 $ 12,175 Acquired contract liabilities 8,934 10,444 Other non -current liabilities 21,122 23,459 Total non -current habilrties $ 45,866 $ 46,078 31 xB -145- Item 5. - 107 CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 8. Property and equipment Computer Computer Furniture and Leasehold hardware software equipment improvements Building Total Cost Balance at January 1, 2012 $ 25,760 $ 12,967 $ 11,216 $ 6,175 $ 1,958 $ 58,076 Additions 2,221 2,030 1,335 514 - 6,100 Acquisitions through business combinations 2,869 180 1,800 105 3,170 8,124 Disposals /retirements (1,297) (93) (328) (164) (250) (2,132) Effect of movements in foreign exchange 222 191 267 47 120 847 Balance at December 31, 2012 $ 29,775 $ 15,275 $ 14,290 $ 6,677 $ 4,998 $ 71,015 Balance at January 1, 2013 $ 29,775 $ 15,275 $ 14,290 $ 6,677 $ 4,998 $ 71,015 Additions 4,326 1,592 2,985 2,197 - 11,100 Acquisitions through business combinations 7,224 2,674 3,447 2,604 - 15,948 Disposals/retirements (3,671) (1,621) (792) (607) (1,439) (8,130) Effect of movements in foreign exchange 178 15 (17) (54) (42) 80 Balance at December 31, 2013 $ 37,832 $ 17,935 $ 19,913 $ 10,817 $ 3,517 $ 90,013 Depreciation and impairment losses Balance at January 1, 2012 $ 20,241 $ 11,638 $ 8,224 $ 3,314 $ 68 $ 43,485 Depreciation charge for the year 3,386 1,902 1,466 754 135 7,643 Disposals/retirements (1,297) (93) (328) (164) (83) (1,965) Effect of movements in foreign exchange 165 150 210 17 10 552 Balance at December 31, 2012 $ 22,495 $ 13,597 $ 9,572 $ 3,921 $ 130 $ 49,715 Balance at January 1, 2013 $ 22,495 $ 13,597 $ 9,572 $ 3,921 $ 130 $ 49,715 Depreciation charge for the year 4,781 2,189 1,949 918 107 9,944 Disposals/retirements (3,304) (1,137) (515) (482) (108) (5,547) Effect of movements in foreign exchange (79) 14 (20) (25) (6) (116) Balance at December 31, 2013 $ 23,893 $ 14,663 $ 10,986 $ 4,332 $ 123 $ 53,996 Carrying amounts: At January 1, 2012 $ 5,519 $ 1,329 $ 2,992 $ 2,861 $ 1,890 $ 14,591 At December 31, 2012 $ 7,280 $ 1,678 $ 4,718 $ 2,756 $ 4,868 $ 21,300 At January 1, 2013 $ 7,280 $ 1,678 $ 4,718 $ 2,756 $ 4,868 $ 21,300 At December 31, 2013 $ 13,939 $ 3,272 $ 8,927 $ 6,485 $ 3,394 $ 36,017 32 Item 5. - 108 HB -146- CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 9. Intangible assets and goodwill Non - Technology Customer compete Assets Assets Backlog agreements Trademarks Goodwill Total Cost Balance at January 1, 2012 $ 370,212 $ 133,149 $ 12,977 $ 2,685 $ - $ 59,491 $ 578,514 Acquisitions through business combinations 134,570 49,345 1,764 - - 31,076 216,755 Effect of movements in foreign exchange 3,267 593 57 41 658 4,616 Balance at December 31, 2012 $ 508,049 $ 183,087 $ 14,798 $ 2,726 $ - $ 91,225 $ 799,885 Balance at January 1, 2013 $ 508,049 $ 183,087 $ 14,798 $ 2,726 $ - $ 91,225 $ 799,885 Acquisitions through business combinations 285,715 274,736 1,659 - 8,673 129,411 700,194 Effect of movements in foreign exchange (1,940) (1,105) 56 (42) - 333 (2,698) Balance at December 31, 2013 $ 791,824 $ 456,718 $ 16,513 $ 2,684 $ 8,673 $ 220,969 $ 1,497 381 Accumulated amortization and impairment losses Balance at January 1, 2012 $ 225,112 $ 70,208 $ 12,973 $ 2,429 $ $ $ 310,722 Amortization for the year 60,172 24,205 565 200 - 85,142 Impairment charge - - - - - - Effect of movements in foreign exchange 1,235 357 60 14 - - 1,666 Balance at December 31, 2012 $ 286,519 $ 94,770 $ 13,598 $ 2,643 $ - $ - $ 397,530 Balance at January 1, 2013 $ 286,519 $ 94,770 $ 13,598 $ 2,643 $ $ - $ 397,530 Amofization for the year 86,677 30,239 2,145 83 - - 119,144 Impairment charge - - - - - Effect of movements in foreign exchange (704) (264) 55 (42) (955) Balance at December 31, 2013 $ 372,492 $ 124,745 $ 15,798 $ 2,684 $ $ $ 515,719 Carrying amounts At January 1, 2012 $ 145,100 $ 62,941 $ 4 $ 256 $ - $ 59,491 $ 267,792 At December 31, 2012 $ 221,530 $ 88,317 $ 1,200 $ 83 $ - $ 91,225 $ 402,355 At January 1, 2013 $ 221,530 $ 88,317 $ 1,200 $ 83 $ - $ 91,225 $ 402,355 At December 31, 2013 $ 419,332 $ 331,973 $ 715 $ - $ 8,673 $ 220,969 $ 981,662 Impairment testing for cash -generating units contaInIng goodwill The annual impairment test of goodwill was performed as of December 31, 2013 and 2012 and did not result In any impairment loss For the purpose of impairment testing, goodwill Is allocated to the Company's business units included in each operating segment, which represent the lowest level within the Company at which goodwill is monitored for Internal management purposes, which is not higher than the Company's operating segments There was no goodwill reallocated to the Company's business units that was deemed to be significant In comparison to the carrying amount of goodwill as at December 31, 2013 33 xs -147- Item 5. - 109 CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 10. Bank indebtedness On March 13, 2012, Constellation entered into a credit facility with a syndicate of Canadian chartered banks and U S banks in the amount of $300,000 (December 31, 2012 - $300,000) The revolving line -of -credit bears a variable interest rate and is due in full on February 29, 2016 with no fixed repayments required over the term to maturity Interest rates are calculated at prime or LIBOR plus interest rate spreads based on a leverage table that considers Constellation's indebtedness at that time The line -of -credit is secured by a general security agreement covering the majority of Constellation's and its subsidiaries' present and future real and personal property, assets and undertaking, including all shares, partnership interests and other equity interests held in the capital of any other company, and is subject to various debt covenants As at December 31, 2013, $149,200 (December 31, 2012 — $46,000) had been drawn from this credit facility, and letters of credit totaling $5,000 (December 31, 2012 - $280) were issued, which limits the borrowing capacity on a dollar -for -dollar basis The Company has elected to present the amounts drawn under the revolving facility as a current liability on the basis that it will be repaid by the Company using cash flows from operations generated in the following year Transaction costs associated with the line -of -credit were included as part of the carrying amount of the liability and are being amortized through profit or loss using the effective interest rate method Amortized costs recognized in the twelve month period ended December 31, 2013 relating to this line -of -credit amounted to $516 (December 31, 2012 - $433) As at December 31, 2013, the carrying amount of such costs totaling $1,125 (December 31, 2012 - $1,644) has been classified as part of bank indebtedness in the consolidated statement of financial position On December 6, 2013, Constellation amended the credit facility to facilitate the acquisition of Total Specific Solutions B V ("TSS") A new one year $350,000 term facility was added solely for the purposes of funding the TSS acquisition and related expenses (the "TSS Facility") The TSS Facility is non -amortizing and bears interest at a rate calculated at US prime or LIBOR plus interest rate spreads based on a leverage table consistent with the spreads applicable to Constellation's credit facility The TSS Facility is subject to the existing security requirements of the credit facility, which includes security covering the majority of Constellation's and its subsidiaries' present and future real and personal property, assets and undertakings, and is subject to various debt covenants As at December 31, 2013, $329,438 had been drawn from the TSS Facility and the unused balance of the TSS Facility was cancelled Transaction costs associated with the TSS Facility were included as part of the carrying amount of the liability and are being amortized through profit or loss using the effective interest rate method As at December 31, 2013, the carrying amount of such costs totaling $343 has been classified as part of bank indebtedness in the consolidated statement of financial position 11. Provisions At January 1, 2013 Reversal Provisions recorded during the period 6,396 (817) 9,523 Provisions used during the period (3,299) Effect of movements in foreign exchange 156 At December 31, 2013 $ 11,959 The provisions balance is comprised of various individual provisions for onerous contracts and other estimated liabilities of the Company of uncertain timing or amount 34 Item 5. - 110 HB -148- CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 12. Income taxes (a) Tax recognized in profit or loss 2013 2012 Tax recognized in profit or loss Current tax expense (recovery) Current year $ 22,065 $ 23,324 Adjustment for prior years 463 302 22,528 23,626 Deferred tax expense (recovery) Origination and reversal of temporary differences 1,656 4,120 Effect of change in future tax rates (342) (3,259) Change in recognized temporary differences and unrecognized tax losses 3,005 (3,035) Recognition of previously unrecognized losses (1,732) (3,402) 2,587 (5,576) Total tax expense (recovery) 25,115 18,050 35 xB -149- Item 5. - III CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 (b) Reconciliation of effective tax rate 2013 2012 Net income for the year $ 93,135 $ 92,632 Total tax expense 25,115 18,050 Net income before tax 118,250 110,682 Income tax expense using the Company's statutory tax rate of 26 5% (2012 - 26 5%) 31,337 29,331 Impact on taxes from Foreign tax rate differential (5,297) (2,824) Other, mcludmg non deductible expenses and non taxable income (2,319) 945 Change in recognized temporary differences and unrecognized tax losses 3,005 (3,043) Effect of change in future tax rates (342) (3,259) Recognition of prior year tax losses (1,732) (3,402) Under (over) provisions in prior years 463 302 25,115 18,050 13. Deferred tax assets and liabilities (a) Unrecognized deferred tax liabilities The aggregate amount of temporary differences associated with investments in subsidiaries for which we have not recognized deferred tax liabilities is $261,192 (2012 $165,599) as the Company ultimately controls whether the liability will be incurred and it is satisfied that it will not be incurred in the foreseeable future The temporary differences relate to undistributed earnings of that Company's subsidiaries Dividends declared would be subject to withholding tax in the range of 0-5% depending on the jurisdiction of the subsidiary (b) Unrecognized deferred tax assets Deductible temporary differences, mcludmg capital losses Non capital tax losses 2013 22,517 76,186 2012 20,697 15,876 $58,885 of the non -capital tax losses expire between 2014 and 2034 and $17,301 can be carried forward indefinitely Included in the non -capital tax losses expiring between 2014 and 2034 is $27,900 of losses that are not expected to be used to offset future taxable profit as a result of legislative restrictions in the jurisdiction where those losses exist The deductible temporary differences and capital losses do not expire under current tax legislation Deferred tax assets have not been recognized in respect of those items because it is not probable that future taxable profit will be available in those jurisdictions against which the Company can utilize these benefits 36 Item 5. - 112 HB -150- CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 (c) Recognized deferred tax assets and liabilities Assets Liabilities Net 2013 2012 2013 2012 2013 2012 Property, plant and equipment 11,493 20,528 (1,078) (1,972) 10,415 18,556 Intangible assets 55,142 76,265 (136,383) (42,037) (81,241) 34,228 Reserves 8,688 4,191 - - 8,688 4,191 Non capital loss carryforwards 17,284 13,991 - - 17,284 13,991 SMED expenditure pool 6,766 1,712 - (2,774) 6,766 (1,062) Deferred revenue 1,350 2,327 - - 1,350 2,327 Foreign and other tax credits 655 1,439 (5,382) - (4,727) 1,439 Contract asset 912 2,856 - - 912 2,856 Other, including capital losses 1,905 3,193 (2,459) (4,695) (554) (1,502) Tax assets (habdities) 104,195 126,503 (145,302) (51,479) (41,107) 75,024 Reclassification (32,522) (22,196) 32,522 22,196 Net tax assets (habihties) 71,673 104,307 (112,780) (29,283) (41,107) 75,024 This reclassification relates to the offsetting of deferred tax assets and deferred tax liabilities to the extent that they relate to the same taxing authorities and there is a legally enforceable right to do so 37 xB -151- Item 5. - 113 CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise Indicated) Years ended December 31, 2013 and 2012 (d) Movement In deferred tax balances during the year Acquired in Balance Balance January Recognized in Recognized in other business December 31, 1, 2013 profit or loss comprehensive income combinations Other 2013 Property, plant and equipment 18,556 (8,142) 1 10,415 Intangible assets 34,228 16,700 (132,169) (81,241) Reserves 4,191 (1,277) 5,774 8,688 Non -capital loss carryforwards 13,991 (8,262) 11,555 17,284 SR&ED expenditure pool (1,062) 3,699 4,129 6,766 Deferred revenue 2,327 (977) - 1,350 Tax credits 1,439 (5,085) (1,081) (4,727) Contract asset 2,856 (1,944) - 912 Other, including capital losses (1,502) 2,701 380 (2,133) (554) 75,024 (2,587) (111,412) (2,132) (41,107) Acquired in Balance Balance January Recognized in Recognized in other business December 31, 1, 2012 profit or loss comprehensive income combinations Other 2012 Property, plant and equipment (485) 19,041 18,556 Intangible assets 70,377 (15,166) (20,983) 34,228 Reserves 2,649 1,542 - 4,191 Non -capital loss carryforwards 5,365 7,362 1,264 13,991 SR&ED expenditure pool 1,171 (2,233) - (1,062) Deferred revenue 1,678 649 21327 Tax credits 2,207 (768) 1,439 Contract asset 3,320 (464) - - 2,856 Other, including capital losses 2,118 (4,387) 1,114 (347) (1,502) 88,400 5,576 1,114 (19,719) (347) 75,024 14. Capital and other components of equity Capital Stock At December 31, 2013 and December 31, 2012, the authorized share capital of Constellation consisted of an unlimited number of voting common shares and a limited number of non -voting preferred shares Common Shares Number Amount December 31, 2012 21,191,530 $ 99,283 December 31, 2013 21,191,530 $ 99,283 Accumulated other comprehensive income (loss) 38 Item 5. - 114 xB -152- CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 Accumulated other comprehensive income (loss) is comprised of the following separate components of equity Cumulative translation account The cumulative translation account comprises all foreign currency differences arising from the translation of the financial statements of foreign operations, as well as foreign exchange gains and losses arising from monetary items that form part of the net investment in the foreign operation Amounts related to available -for -sale financial assets Available -for -sale differences comprise the cumulative net change in the fair value of available -for -sale financial assets until the investments are sold/derecognized or impaired Dividends During the year ended December 31, 2013 the Board of Directors approved and the Company declared dividends of $4 00 per common share A dividend of $1 00 per common share representing $21,192 was paid and settled on April 4, 2013, a second dividend of $1 00 per common share representing $21,192 was paid and settled on July 3, 2013, a third dividend of $1 00 per common share representing $21,192 was paid and settled on October 3, 2013, and a fourth dividend of $1 00 per common share representing $21,192 was accrued as at December 31, 2013 and subsequently paid and settled on January 3, 2014 15. Revenue The Company sub -classifies revenue within the following components license revenue, professional services revenue, hardware and other revenue, and maintenance and other recurring revenue Software license revenue is comprised of license fees charged for the use of software products licensed under multiple -year or perpetual arrangements in which the fair value of maintenance and/or professional service fees are determinable Professional service revenue consists of fees charged for implementation services, custom programming, product training and consulting Hardware and other revenue includes the resale of third party hardware as part of customized solutions, as well as sales of hardware assembled internally and the reimbursement of travel costs Maintenance and other recurring revenue primarily consists of fees charged for customer support on software products post -delivery and also includes recurring fees derived from combined software/support contracts, transaction revenues, managed services, and hosted products License revenue Professional services revenue Hardware and other revenue Year ended December 31, 2013 2012 101,666 $ 72,407 256,749 197,150 127,886 111,359 Maintenance and other recurring revenue 724,475 510,310 Total $ 1,210,776 $ 891,226 Revenues from the application of contract accounting are typically allocated to license revenue, professional service revenue and hardware and other revenue based on their relative fair values when the amount recognized in the period is determined using the percentage of completion method under contract accounting During the year ended December 31, 2013 $273,742 (December 31, 2012 - $208,563) of contract revenue was recognized 39 HB -153- Item 5. - 115 CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 16. Finance income and finance costs Year ended December 31, 2013 2012 Gann on sale of available -for -sale financial $ - $ (21,735) assets transferred from other comprehensive income Gann on sale of non -current assets (369) (321) Other finance income (672) (1,122) Finance income $ (1,041) $ (23,178) Interest expense on bank indebtedness $ 3,385 $ 1,589 Amortization of debt related transaction costs 516 1,077 Other finance costs 3,223 1,335 France costs $ 7,124 $ 4,001 The Company enters into forward foreign exchange contracts from time to time with the objective of mitigating volatility in profit or loss in respect of financial liabilities During the period, the Company purchased contracts of this nature totaling approximately $59,895 (2012 - $56,000) At December 31, 2013 a single contract remains unsettled with a value of $19,343 (2012 - $19,000) and the Company has recorded its fair value at December 31, 2013 based on foreign exchange rates relative to the stated rate in the contract The fair value loss through profit or loss of $179 (2012 - $233) has been recorded as part of finance costs The contract was settled on January 2, 2014 17. Earnings per share Basic and diluted earnings per share Year ended December 31, 2013 2012 Numerator: Net income $ 93,135 $ 92,632 Denominator: Basic and diluted shares outstanding 21,192 21,192 Earnings (loss) per share Basic and diluted $ 439 $ 437 40 Item 5. - 116 xB -154- CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 18. Capital risk management The Company's objectives in managing capital are to ensure sufficient liquidity to pursue its strategy of organic growth combined with strategic acquisitions and to provide returns to its shareholders The Company manages its capital with the objective of ensuring that there are adequate capital resources while maximizing the return to shareholders through the optimization of the debt and equity balance The capital structure of the Company consists of cash, credit facilities and components of shareholders' equity including retained earnings and capital stock The Company is subject to certain covenants on its credit facilities The covenants include a leverage ratio and an interest coverage ratio, as well as a minimum level of earnings for entities over which the lenders have security The Company monitors the ratios on a quarterly basis Other than the covenants required for the credit facilities, the Company is not subject to any externally imposed capital requirements The Board of Directors determine if and when dividends should be declared and paid based on all relevant circumstances, including the desirability of financing further growth of the Company and its financial position at the relevant time The Board of Directors has adopted a policy to pay quarterly dividends, which commenced in 2012 Constellation intends to declare a regular quarterly dividend to allow shareholders to participate in its free cash flow, while retaining sufficient capital to invest in acquisitions and organic growth There is no guarantee that dividends will continue to be declared and paid in the future The Company makes adjustments to its capital structure in light of general economic conditions, the risk characteristics of the underlying assets and the Company's working capital requirements In order to maintain or adjust its capital structure, the Company, upon approval from its Board of Directors, may increase or decrease dividends, increase or decrease the line of credit or undertake other activities as deemed appropriate under the specific circumstances The Board of Directors reviews and approves any material transactions not in the ordinary course of business, as well as significant acquisitions and other major investments above pre -determined quantitative thresholds 19. Financial risk management and financial instruments Overview The Company is exposed to risks of varying degrees of significance which could affect its ability to achieve its strategic objectives for growth The main objectives of the Company's risk management process are to ensure that risks are properly identified and that the capital base is adequate in relation to those risks The principal financial risks to which the Company is exposed are described below Market nsk Market risk is the risk that changes in market prices, such as fluctuations in the equity prices of the Company's publicly traded investments, foreign exchange rates and interest rates, will affect the Company's income or the value of its financial instruments The Company manages risk related to fluctuations in the market prices of its publicly traded investments by regularly conducting financial reviews of publicly available information to ensure that any risks are within established levels of risk tolerance The Company does not routinely engage in risk management practices such as hedging, derivatives or short selling with respect to its publicly traded investments 41 xs -155- Item 5. - 117 CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 The Company is exposed to interest rate risk on the utilized portion of its line -of -credit and its term loan and does not currently hold any financial instruments that mitigate this risk Management does not believe that the impact of interest rate fluctuations relative to the variable interest rate attached to the line -of -credit and the term loan and in consideration of the current and expected level of borrowings will be significant and, therefore, has not provided a sensitivity analysis of the impact of fluctuations on net and comprehensive income The Company operates internationally, giving rise to exposure to market risks from changes in foreign exchange rates which impact sales and purchases that are denominated in a currency other than the respective functional currencies of certain of its subsidiaries The Company currently does not typically use derivative instruments to hedge its exposure to those risks Most of the Company's businesses are organized geographically so that many of its expenses are incurred in the same currency as its revenues thus mitigating some of its exposure to currency fluctuations The Company enters into forward foreign exchange contracts from time to time with the objective of mitigating volatility in profit or loss in respect of Canadian dollar monetary liabilities associated with the dividend payment During the year, the Company purchased four contracts of this nature and has recorded the one unsettled contract at its fair value at December 31, 2013 based on foreign exchange rates relative to the stated rate in the contract The fair value adjustment has been recorded in finance costs in net income Foreign currency sensitivity analysis Foreign currency risk arises on financial instruments that are denominated in a currency other than the functional currency in which they are measured The Company's primary exposure with respect to foreign currencies is at the parent company, through the Euro-denominated portion of the term loan (note 10) The balance of the Euro component of the term loan at December 31, 2013 is $192,738 (140,000 Euros) If there was a 1% strengthening of the Euro against the U S dollar, there would be a corresponding decrease in net income before tax of $1,927 There would be an equal and opposite impact if there was a 1 % weakening of the Euro against the U S dollar Liquidity nsk Liquidity risk is the risk that the Company is not able to meet its financial obligations as they fall due or can do so only at excessive cost The Company manages liquidity risk through the management of its capital structure and financial leverage, as outlined in note 18 to the consolidated financial statements The Company's growth is financed through a combination of cash flows from operations and borrowing under the existing credit facilities One of management's primary goals is to maintain an optimal level of liquidity through the active management of the assets and liabilities as well as the cash flows from operations The details of the Company's credit facilities are disclosed in note 10 to the consolidated financial statements As at December 31, 2013, available credit in respect of the Company's revolving line -of -credit was $145,800 The majority of the Company's financial liabilities recorded in accounts payable and accrued liabilities are due within 60 days The Company also has payment processing liabilities which are settled within a few days of year- end Included in cash is an equivalent cash balance of $11,155 that is held to settle these payment processing liabilities as they become due Holdbacks payable related to business acquisitions are due within six months to two years Given the Company's available liquid resources and credit capacity as compared to the timing of the payments of liabilities, management assesses the Company's liquidity risk to be low 42 Item 5. - 118 HB -156- CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 Credit risk Credit risk represents the financial loss that the Company would experience if a counterparty to a financial instrument, in which the Company has an amount owing from the counterparty failed to meet its obligations in accordance with the terms and conditions of its contracts with the Company The carrying amount of the Company's financial assets, including receivables from customers, represents the Company's maximum credit exposure The majority of the accounts receivable balance relates to maintenance invoices to customers that have a history of payment In addition, a large proportion of the Company's accounts receivable is with public sector government agencies where the credit risk has historically been assessed to be low The maximum exposure to credit risk for accounts receivables at the reporting date by geographic region was December 31, December 31, 2013 2012 United States $ 113,697 $ 70,916 Canada 9,908 23,401 United Kingdom 14,139 12,139 Europe 47,857 14,614 Other 5,845 5,917 $ 191,446 $ 126,987 The maximum exposure to credit risk for accounts receivable at the reporting date by reportable segment was Public Private December 31, December 31, 2013 2012 145,788 95,005 45,658 31,982 $ 191,446 $ 126,987 The aging of accounts receivables at the reporting date was 43 HB -157- Item 5. - 119 CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 December December 31, 2013 31, 2012 Current Gross 130,089 91,475 Impairment (122) - Net 129,967 91,475 61-120 days Gross 31,960 19,553 Impairment (505) (959) Net 31,455 18,594 More than 120 days Gross 38,980 24,528 Impairment (8,956) (7,610) Net 30,024 16,918 Total accounts receivable Gross 201,029 135,556 Impairment (9,583) (8,569) Net 191,446 126,987 An allowance account for accounts receivable is used to record impairment losses unless the Company is satisfied that no recovery of the amount owing is possible, at which point the amounts are considered to ,be uncollectible and are written off against the specific accounts receivable amount attributable to a customer The number of days outstanding of an individual receivable balance is the key indicator for determining whether an account is at risk of being impaired The movement in the allowance for impairment in respect of accounts receivable during the year ended 2013 2012 Balance at January 1 $ 8,569 $ 6,776 Impairment loss recognized 7,976 6,936 Impairment loss reversed (4,007) (3,198) Amounts written off (2,955) (1,945) Balance at December 31 $ 9,583 $ 8,569 There is no concentration of credit risk because of the Company's diverse and disparate number of customers with individual receivables that are not significant to the Company on a consolidated basis In addition the Company typically requires up front deposits from customers to protect against credit risk 44 Item 5. - 120 HB -158- CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 The Company manages credit risk related to cash by maintaining the majority of the Company's bank accounts with Schedule 1 banks In the ordinary course of business the Company and its subsidiaries have provided performance bonds and other guarantees for the completion of certain customer contracts The Company has not experienced a loss to date and future losses are not anticipated, therefore, no liability has been recorded in the consolidated statements of financial position related to these types of indemnifications or guarantees at December 31, 2013 Fair values versus carrying amounts The carrying values of accounts receivable, accounts payable, accrued liabilities, the majority of acquisition holdbacks and bank debt, approximate their fair values due to the short-term nature of these instruments Bank debt is subject to market interest rates The Company has capitalized transaction costs associated with its current line of credit As a result at December 31, 2013, the fair value of the line of credit is $149,200 and the carrying value $148,075 (December 31, 2012 fair value $46,000, carrying value $44,356) The fair value of the term loan is $329,438 and the carrying value is $329, 095 The fair value of available -for -sale equity investment at the reporting date is determined by the quoted market value (note 5) Fair value hierarchy The table below analyzes financial instruments carried at fair value, by valuation method • level 1 inputs are quoted prices (unadjusted) in active markets for identical assets or liabilities, • level 2 inputs are inputs other than quoted prices included in level 1 that are observable for the asset or liability either directly (i a prices) or indirectly (i a derived from prices), and • level 3 inputs are inputs for the asset or liability that are not based on observable market data (i e unobservable inputs) In the table below, the Company has segregated all financial assets and liabilities that are measured at fair value into the most appropriate level within the fair value hierarchy based on the inputs used to determine the fair value at the measurement date The Company has no financial assets or liabilities measured using level 2 inputs Financial assets and financial liabilities measured at fair value as at December 31, 2013 and December 31, 2012 in the financial statements are summarized below The Company has no additional financial liabilities measured at fair value initially other than those recognized in connection with business combinations 45 HB -1 s 9- Item 5. - 121 CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 December 31, 2013 December 31, 2012 Level Level Total Level Level Total Assets Equity securities $ 780 $ - $ 780 $ 470 $ - $ 470 $ 780 $ - $ 780 $ 470 $ - $ 470 Liabilities Contingent consideration $ - $ 18,452 $ 18,452 $ - $ 15,209 $ 15,209 Foreign exchange $ 179 $ - $ 179 $ 233 $ - $ 233 forward contract $ 179 $ 18,452 $ 18,631 $ 233 $ 15,209 $ 15,442 There were no transfers of fair value measurements between level 1 and level 3 of the fair value hierarchy in the years ended December 31, 2013 and 2012 The following table shows a reconciliation from the beginning balances to the ending balances for fair value measurements in Level 3 of the fair value hierarchy Balance at January 1, 2013 15,209 Increase from business acquisitions 3,889 Cash payments (2,500) Charges through profit or loss 1,965 Foreign exchange (111) Balance at December 31, 2013 18,452 Estimates of the fair value of contingent consideration is performed by the Company on a quarterly basis Key unobservable inputs include revenue growth rates and the discount rates applied (8% to 11 %) The estimated fair value increases as the annual growth rate increases and as the discount rate decreases and vice versa 46 Item 5. - 122 HB -160- CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 20. Operating leases The Company leases premises and certain equipment and automobiles under operating leases The operating rental expense for the year ended December 31, 2013 was $23,151 (2012 - $16,472) The annual minimum lease commitments are as follows Less than 1 year Between 1 and 5 years More than 5 years December 31, December 31, 2013 2012 38,306 $ 19,749 79,740 37,488 21,905 9,032 Total $ 139,951 $ 66,269 21. Operating segments Segment information is presented in respect of the Company's business and geographical segments The accounting policies of the segments are the same as those described in the significant accounting policies section of these consolidated financial statements Reportable segments The Company has seven operating segments, which have been aggregated into two reportable segments in accordance with IFRS 8 Operating Segments The Company's Public Sector segment develops and distributes software solutions primarily to government and government -related customers The Company's Private Sector segment develops and distributes software solutions primarily to commercial customers The determination that the Company has two reportable segments is based primarily on the assessment that differences in economic cycles and procedures for securing contracts between our governmental clients and commercial, or private sector clients, are significant, thus warranting distinct segmented disclosures Corporate head office operating expenses are allocated to the Company's segments based on the segment's percentage of total consolidated revenue for the allocation period Intercompany expenses (income) represent Constellation head office management fees and intercompany interest charged to the reportable segments 47 HB -161- Item 5. - 123 CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 Consolidated Year ended December 31 2013 Public Sector Private Sector Other Total Revenue $ 832,223 $ 378,553 $ - $ 1,210,776 Expenses Staff 438,388 205,284 - 643,672 Hardware 64,027 9,448 - 73,475 Third party licenses, maintenance and professional services 55,271 47,106 - 102,377 Occupancy 20,217 9,092 - 29,309 Travel 35,273 9,451 - 44,724 Telecommunications 9,428 4,780 - 14,208 Supplies 17,387 4,636 - 22,023 Professional fees 11,933 5,700 - 17,633 Other, net 10,803 8,790 - 19,593 Depreciation 7,095 2,809 40 9,944 Amortization of intangible assets 74,888 44,256 - 119,144 744,710 351,352 40 1,096,102 Foreign exchange (gam) loss (1,220) 164 288 (768) Equity in net (income) loss of equity mvestees - - (780) (780) Finance income (577) (418) (46) (1,041) Bargain purchase gam (8,111) - - (8,111) Finance costs 1,115 1,234 4,775 7,124 Inter -company expenses (income) 19,447 13,669 (33,116) - 10,654 14,649 (28,879) (3,576) Profit (loss) before income tax 76,859 12,552 28,839 118,250 Current income tax expense (recovery) 15,908 10,390 (3,770) 22,528 Deferred income tax expense (recovery) 3,818 (2,156) 925 2,587 Income tax expense (recovery) 19,726 8,234 (2,845) 25,115 Net income (loss) 57,133 4,318 31,684 93,135 Consolidated December 31, 2013 Public Sector Private Sector Other Total Current assets 310,258 83,759 18,164 412,181 Current liabilities 442,261 161,467 505,128 1,108,856 W-1 Item 5. - 124 HB -162- CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 Public Private Consolidated Year ended December 31, 2012 Sector Sector Other Total Revenue Expenses $ 635,991 $ 255,235 $ $ 891,226 Staff 331,027 138,650 - 469,677 Hardware 53,269 8,177 - 61,446 Third party licenses, maintenance and professional services 39,509 21,960 - 61,469 Occupancy 14,734 6,289 - 21,023 Travel 28,627 7,340 - 35,967 Telecommunications 7,258 3,738 - 10,996 Supplies 11,545 3,763 - 15,308 Professional fees 11,147 3,884 - 15,031 Other, net 7,548 6,810 - 14,358 Depreciation 5,389 1,867 387 7,643 Amortization of intangible assets 58,909 26,233 - 85,142 568,962 228,711 387 798,060 Foreign exchange (gam) loss 2,339 (247) (1,270) 822 Equity in net (income) loss of equity mvestees - - 839 839 Finance income (1,394) (109) (21,675) (23,178) Finance costs 332 734 2,935 4,001 Inter -company expenses (income) 19,439 8,172 (27,611) - 20,716 8,550 (46,782) (17,516) Profit (loss) before income tax 46,313 17,974 46,395 110,682 Current income tax expense (recovery) 18,692 7,865 (2,931) 23,626 Deferred income tax expense (recovery) (3,374) (3,317) 1,115 (5,576) Income tax expense (recovery) 15,318 4,548 (1,816) 18,050 Net income (loss) 30,995 13,426 48,211 92,632 Public Private Consolidated December 31, 2012 Sector Sector Other Total Current assets 179,512 58,938 15,163 253,613 Current liabilities 283,869 113,514 75,158 472,541 49 HB -163 - Item 5. - 125 CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 Geographical segments The public and private sector segments are managed on a worldwide basis, but operate in three principal geographical areas, Canada, USA, and UK/Europe In presenting information on the basis of geographical segments, segment revenue is based on the region in which the revenue is transacted and intellectual property is located Segment assets are based on the geographic locations of the assets Year ended December 31, 2013 Canada USA UK/Europe Other Total Revenue Non -current assets $ 183,105 $ 99,171 740,199 406,541 $ 246,807 $ 568,647 40,665 $ 51,164 1,210,776 1,125,523 Year ended December 31, 2012 Canada USA UK/Europe Other Total Revenue Non -current assets $ 172,171 $ 114,766 517,787 313,491 $ 172,081 $ 107,440 29,187 $ 23,369 891,226 ' 559,066 Major customers No customer represents revenue in excess of 5% of total revenue in both years ended December 31, 2013 and 2012 22. Contingencies In the normal course of operations, the Company is subject to litigation and claims from time to time The Company may also be subject to lawsuits, investigations and other claims, including environmental, labour, product, customer disputes and other matters Management believes that adequate provisions have been recorded in the accounts where required Although it is not always possible to estimate the extent of potential costs, if any, management believes that the ultimate resolution of such contingencies will not have a material adverse impact on the results of operations, financial position or liquidity of the Company On September 30, 2008, Constellation acquired certain assets and liabilities of Maximus Inc's Asset, Justice, and Education Solutions businesses ("MAJES") including certain long-term contracts that contained contingent liabilities that the Company believed were unlikely to exceed $16,000 in the aggregate The contingent liabilities related to liquidated damages contractually available to customers for breaches of contracts by MAJES and for estimated damages available to customers for breaches of such contracts by MAJES where such contracts did not contain specified penalties The contingent liabilities represent the difference between the maximum financial liabilities potentially due to customers less the amounts accrued in connection with the contracts assumed on acquisition Beginning in February 2011, MAXIMUS Inc ("Maximus") and a subsidiary of Constellation, as a result of receiving a letter from a customer, initiated the dispute resolution process under the customer's contract The customer alleged that the subsidiary of Constellation and Maximus failed to provide the services and products required to be delivered under the contract In December 2012, the subsidiary of Constellation obtained a favorable arbitration ruling in the amount of $10,000 which was subsequently reduced in July 2013 to $6,000 by a court judgment The July 2013 court ruling also resolved an additional claim filed by the customer alleging no 50 Item 5. - 126 xB -164- CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 contract existed between the parties In September 2013 the customer initiated the appeals process in relation to the July 2013 court ruling The gains based on this ruling have been deemed to be contingent in nature and, accordingly, have not been recognized in the consolidated financial statements The contract with the customer has a $9,000 limitation of liability clause that the Company believes applies to all claims In July 2012, a subsidiary of Constellation received a notice of reassessment for the 2004 taxation year from the Canadian tax authorities ("CRA") which increased taxable income of the subsidiary by approximately $20,000 relating to a gain on the sale of property between entities under common control As a result of the notice of reassessment, the CRA has determined that the subsidiary owes approximately $6,000 in federal tax and interest and approximately $5,000 in provincial tax and interest in order to appeal the reassessment, the subsidiary paid $8,000 in September 2012 representing 50% of the amount owing from the federal reassessment and 100% of the amount owing from the provincial reassessment At this stage, the Company believes the proposed reassessment is without merit and is challenging the reassessment During the period, the Company filed an appeal with the Tax Court of Canada The Company believes that it has adequately provided for the probable outcome in respect of this matter and as such no additional provision has been recorded in these financial statements during the period There is no assurance, however, that the Company's appeal will be successful and, if unsuccessful, the Company's future financial results and tax expense could be adversely affected The $8,000 payment made in September 2012 has been recorded in other non -current assets, representative of the deposit on account 23. Guarantees (a) In the ordinary course of business the Company and its subsidiaries have provided performance bonds and other guarantees for the completion of certain customer contracts The total obligations of the Company pursuant to such bonds and related contingencies total $49,219 (2012 - $38,279) No liability has been recorded in the consolidated financial statements (b) As at December 31, 2013, in the normal course of business, the Company and its subsidiaries have outstanding letters of credit totalling $5,000 (2012 - $280) (c) In the normal course of business, some of the Company's subsidiaries entered into lease agreements for facilities As the joint lessees, the subsidiaries agree to indemnify the lessor for liabilities that may arise from the use of the leased facility The maximum amount potentially payable under the foregoing indemnity cannot be reasonably estimated The subsidiaries have liability insurance that relates to the indemnifications (d) The Company and its subsidiaries have provided routine indemnifications to some of its customers against liability if the Company's product infringes on a third parry's intellectual property rights The maximum exposure from the indemnifications cannot be reasonably estimated 51 xs -165- Item 5. - 127 CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 24. Changes in non -cash operating working capital Year ended December 31, 2013 2012 Decrease (increase) in accounts receivable $ (5,737) $ (3,786) Decrease (increase) in work in progress (4,243) (6,758) Decrease (increase) in other current assets (16,079) 4,215 Decrease (increase) in inventory (45) 2,812 Decrease (increase) in non -current assets 244 (3,635) Increase (decrease) in other non -current liabilities 708 (9,921) Increase (decrease) increase in accounts payable and accrued liabilities, excluding holdbacks from acquisitions 23,157 4,707 Increase (decrease) in deferred revenue 3,081 (5,462) Increase (decrease) in provisions (567) 438 $ 519 $ (17,390) 25. Related parties Key management personnel compensation The key management personnel of the Company, inclusive of the operating segments, are the members of the Company's executive management team at the Company operating segments and head office and Board of Directors, and control approximately 13% of the outstanding shares of Constellation Salaries, bonus and employee benefits Years ended December 31, 2013 2012 15,663 $ 13,087 Total $ 15,663 $ 13,087 If terminated for other than lust cause, each executive officer, is entitled to either up to 12 months prior written notice or payment in an amount equal to up to 12 months salary (or in the case of the Chief Operating Officer, 12 months total compensation) at the rate in effect at the time of his or her termination There were no post - employment benefits, other long-term benefits, or share -based payments attributed to the key management personnel in 2013 and 2012 26. Subsequent events On March 6, 2014 the Company declared a $1 00 per share dividend that is payable on April 4, 2014 to all common shareholders of record at close of business on March 18, 2014 52 Item 5. - 128 xB -166- CONSTELLATION SOFTWARE INC. Notes to Consolidated Financial Statements (In thousands of U S dollars, except per share amounts and as otherwise indicated) Years ended December 31, 2013 and 2012 Subsequent to December 31, 2013, the Company acquired the net assets of three entities and acquired 100% of the shares of two additional entities for aggregate cash consideration of $13,548 on closing plus cash holdbacks of $1,347 and contingent consideration with an estimated fair value of $1,447 resulting in total consideration of $16,342 The contingent consideration is payable on the achievement of certain financial targets in the post - acquisition period The business acquisitions include companies catering to the fitness, asset management, fleet and facility management, para transit operators and local government markets, and are all software companies similar to the existing business of the Company Four of the businesses will be included in the Company's Public Sector segment, and one in the Private Sector segment Due to the complexity and timing of certain acquisitions completed subsequent to December 31, 2013, the Company is unable to provide additional disclosure as the accounting for these business combinations is incomplete 53 HB -167- Item 5. - 129 ADVANCED UT4LITY SYSTENds C. A brief description of the company size (number of employees, revenues) and organizational structure. Number of employees Advanced consists of four departments - Professional Services, Support, Research & Development and Sales & Marketing - and maintains one corporate office in Toronto where the majority of its 96 employees are located Advanced also has Professional Services and Sales staff located in California, Colorado and Oregon Revenue for CSI Year 2013 2012 2011 2010 2009 Total annual sales (In millions of dollars) $1,210 8 $8912 $773 3 $ 630 8 $437 9 ON of Huntington Beach 7 Item 5. - 130 xB -168- Organizational Structure 6ti 1P ADVANCED U TI LITY SYStt!H S Execuuvr Vice prim dent �ee+nnal .k VPR&0, 53les ' '� Mana�erx Team Lead Team Lead Manager ofi �ccslness T3sv Product �rarlvtt r�fana a P&t1=' pe1etopment 5tabtiiRy $ r SenEar Product 'eam Lead Team leac Researchers Dcwelapmen 5ustemabElRy ?2xelapers Man�omm t Rnalysts Semar AppEbca'lan Technical Pralect t7A Analysts �euelapers ElBA w'}Wrr4er 'Cnardrna[ar l7evelapexs Developers V isua 19 C�exlgner City of Huntington Beach W ADVANCED UT I LITY S Y S T ENS 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. Advanced Utility Systems was established in 1997 to provide Customer Information and Billing solutions exclusively to utilities and municipalities Currently, 91 % of our clients are from the public sector,13 of which are of smular size, complexity and type of business to the City Also, Advanced has 20 clients in California We are of the view that we are gaming extensive knowledge and experience of utility business practices and processes in Califoi nia Some examples include ■ Modified Staff Schedule (many of our California chents have modified schedules i e Alternate Fridays off etc ) ■ State specific taxes (if applicable) ■ Water Efficiency (Water Budgets) Programs • With 21 California customers and 5 Colorado customers, Advanced maintains a great deal of experience working with water utilities to utilize CIS Infinity's robust and flexible rates engine to bill water budget and water conservation rate models Any level of complex water budget rate, including individual water budgets per customer per billing period, can be configured and implemented using built-in functionality in CIS Infinity ■ Rate structures ■ Electric Renewable Energy (Net Metermg, Solar, etc ) Programs CIS Infinity's robust and flexible rate engine can accommodate net metermg and billing This supports the ability for complex proration profiles for each portion of a rate to accommodate seasonal differences (in addition to prorating over meter/rate changes) Advanced has numerous clients that bill and track net metermg in renewable power scenarios E. Evaluations of the software and / or services firm by industry analysts. Advanced and our customers have received numerous awards and recognition for the quality of our implementations and solutions as noted here National Association of Counties (NACo) Achievement Award Awarded to Chesterfield County Utilities, VA for their implementation of CIS Infinity and Infinity Link for Enhancing Customer Service Through Technology CS Week Expanding Excellence Award The Advanced implementation of CIS Infinity at Saint Paul Regional Water Services, MN (SPRWS) won "Best CIS Implementation' in CS Week and Electric Light & Power's Expanding Excellence Awards program Entries were scored against ON of Huntington Beach Item 5. - 132 xB -170- ADVANCED UT tt"P Y 6 V S T !imS several categories including budget adherence, schedule adherence, operational efficiencies after go-hve, innovation and unproved service levels Energy Planning Network - CIS Implementation Excellence Award Our implementation at Bellevue, Washington won "CIS Initiative - North American Municipal Utility" in Energy Planning Network's Utility Awards for CIS/CRM Excellence (ACE) Program Entries were scored against several categories including project innovation, project benefits, project management, and application quality Best of California Awards The Center for Digital Government awarded Los Angeles County Department of Public Works - Best Application Serving the Public - for their deployment of Infinity Link, the Advanced, utility, customer self-service solution (My Waterworks Account Manager) F. List of any terminated public sector projects. Please disclose the jurisdiction and explain the termination. We have experienced a small sized customer terminate its support and maintenance agreement as our software and services outgrew their basic needs Being a very small organization, the customer decided to look for a lower tiered software vendor both in price and functionality City of Huntington Beach 10 xB -171- Item 5. - 133 ADVANCED UTILITY O-VtTIN & w Client I 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; L Clients in California and the Southwest regions of the U.S. Name State Modules Years in Use Number of Users Global Water Management, LLC AZ CIS Infuuty, 3 8 27 Semstream (Energy West - Payson) AZ CIS Infinity, 3, Infinity Link 7 10 Canirosa Water District CA CIS Infinity, 3 7 6 Colton, City of CA CIS Infinity, 3, Infinity Link 9 25 Corona, City of CA CIS Infinity, 3 12 40 Elsinore Valley Municipal Water District CA CIS Infinity, 3, Infinity Link 6 20 Fullerton, City of CA CIS Infinity, 3 4 20 Las Virgenes Municipal Water District CA CIS Infinity, 3, Infinity Link 12 20 Los Angeles County Waterworks Districts CA CIS Infinity, 3 4 40 Padre Darn Municipal Water District CA CIS Infinity, 3 1 20 Park Water Company CA CIS Infinity, 3 12 42 Pomona, City of CA CIS Infinity, 3 9 19 Rancho Cucamonga, City of CA CIS Infinity, 3, Infinity Link 9 10 San Juan Capistrano, City of CA CIS Infinity, 3 13 6 San Juan Water District CA CIS Infinity, 3 12 7 Santa Barbara, City of CA CIS Infinity, 3 6 20 City of Huntington Beach 11 ADVANCED UT I LiTV SVSTEMS Santa Rosa, City of CA CIS Infinity, 3, Infinity Link 5 40 Ventura, County of CA CIS Infinity, 3 1 10 Vernon, City of CA CIS Infinity, 3 8 5 Western Municipal Water District CA CIS Infinity, 3 5 15 Arvada, City of CO CIS Infinity, 3 6 20 Boulder, City of CO CIS Infinity, 3 8 20 Eagle River Water and Sanitation District CO CIS Infinity, 3 6 10 Englewood, City of CO CIS Infinity, 3 10 20 Westminster, City of CO CIS Infinity, 3 9 20 CoSery Electric TX CIS Infinity, 3 10 75 Lower Colorado River Authority (LCRA) TX CIS Infinity, 3 8 10 McAllen TX CIS Infinity, 3 2 30 II. Clients of similar size to the City in terms of employees, operating budget and number of monthly customers served. Name State Modules Years in Use Number of Users Chester Water Authority PA CIS Infinity, 3, Infinity Link, Infinity Mobile 8 30 Madison, City of WI CIS Infmity, 3 10 20 City of Rocky Mount NC CIS Infinity, 3, Infinity Link 4 20 Santa Rosa, City of CA CIS Infinity, 3 5 40 Danville, City of VA CIS Infinity, 3 7 45 Englewood, City of CO CIS Infinity, 3 10 20 Greater New Haven Water Pollution CT CIS Infinity, 3 4 40 City of Huntington Beach 12 W t.n F--r r+ CD ADVANCED uiIto Iry 5vs19MS Control Authority Indian River County Utilities FL CIS Infinity, 3 3 28 Los Angeles County Waterworks Districts CA CIS Infinity, 3 4 40 McAllen TX CIS Infinity, 3 2 30 Pensacola, City of FL CIS Infinity, 3, Infinity Luny 11 45 Richmond Hill, Town of ON CIS infinity, 3, Infinity Link 5 30 Sioux Falls, City of SD CIS Infinity, 3, Infiruty Link 4 25 City of Huntington Beach 13 ADVANCED UTILITY SYSIENIS B. Identify any national or regional user groups. Advanced has user groups that are independently run, volunteer groups that meet m-person on a regular basis to discuss and share information on a variety of technical topics Advanced attends User Group meetings to gain valuable client input and perspectives whenever possible CIS Infinity User Groups are organized by state or region and include the following groups • Northeast • Rocky Mountain (Denver) • California • Pacific User Group (PUG) • Midwest • Florida C. Identify if your company holds an annual or biannual user conference and typical locations where they are held. Advanced offers an annual Customer Trammg Conference (User Conference) The conference offers semmar and workshop- style sessions. Topics discussed during the conference include ■ New functionality ■ Product Development ■ Best Practices ■ Client Requirements ■ Client Comments and Concerns It also gives clients nationwide a chance to share information and network The 2014 event is scheduled for November 18th to 21st in San Diego, CA at the San Diego Marriott Marquis & Marma Last year the event was held at the Gaylord Palms in Kissimmee, FL D. Any material (including letters of support or endorsement from clients) indicative of the vendor's capabilities. "During the implementation, everyone involved from Advanced did an outstanding lob " "The conversion and configuration of CIS Infinity was tested thoroughly and at multiple points during the project's execution This led to an error -free system for a smooth go -live " - Central Lincoln People's Utility District, OR "We are really pleased with how the implementation went From the initial kick-off and six weeks of Discovery meetings to the testmg and trammg phases, the City of Huntington Beach 14 xB -1 75- Item 5. - 137 ADVANCED U7 4 LITY STE E#4S Advanced strategy and knowledgeable team delivered what an organization of our scope and size required We were able to consistently move forward to a successful conclusion of the project," Chesterfield County Department of Utilities, VA "The Advanced team worked diligently to ensure the delivery and integrity of the key drivers " "Advanced demonstrated their commitment by tapping into any and all necessary resources in order to ensure success In particular, the Project Manager and Technical Lead were very qualified individuals who were both completely committed to our schedule and resource needs They went above and beyond to ensure the project's live date was met " - Greater New Haven Water Pollution Control Authority, CT Business Partnerships and Certifications: A. Identify any certifications held by your firm if you are implementing or reselling another vendor's products. Advanced is the sole company to develop and implement CIS Infinity 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. Advanced will implement CIS Infinity 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. You will be assigned a Project Manager, Application Consultant, Technical Lead, and a Conversion Lead that will not change through the life of the project, unless the organization requests a change Trainers are assigned based on their expertise in the areas being covered If the organization would find it helpful, we would be happy to arrange interview sessions with personnel from Advanced so you may feel comfortable with the people being assigned to your project Since Advanced assembles its implementation teams based on the unique requirements of each project, we cannot predict which team members will staff your implementation until the onset of the project We can, however provide you with resume profiles to illustrate what a typical team for a project of City's size and scope would look like Chris Davy Manager, Technical Services (Application Consultant) Professional Background Previous to joining Advanced, Chris was employed by Brookfield Office Properties, one of North America's largest commercial real estate companies, progressing from an IT support position into management He ON of Huntington Beach 15 Item 5. - 138 HB -1 76- ADVANCED W T 4 t ITV SYSTEF4S brings with hum over 12 years of experience in software development/implementation, process analysis, and customer support Chris is currently Manager, Technical Services and previously held the role of Application Consultant Areas of Expertise Chris has strong skills in the following areas Information Technology Implementations Successfully managed and implemented numerous internal/ enterprise wide initiatives Billing Database Solutions Extensive database development/management experience with billmg systems and their integration into financial systems for some of North America's largest real estate brands Requirements Gathering • Designed, built and implemented software and project plans for various organizations Experience Padre Dam Municipal Water District, CA Managed project discovery, configuration and test planning Was also involved in test case development and support, utility process development, functional design development and overall project support St. Cloud, FL • Improved day-to-day utility operations by identifying and revising outdated business processes Toho Water Authority, FL • Completed business process and configuration requirements for the district's implementation of CIS Infinity Education Business Analysis - Requirements Development, Documentation and Management Nexient, Toronto, Ontario MSTC: SQL Server 2005 Global Knowledge, Toronto, Ontario Microsoft Certified Technology Specialist (MSTC) Global Knowledge, Toronto, Ontario ITIL Foundations Certification Loyalist College, Toronto, Ontario Advanced Web Development for E-Business City of Huntington Beach 16 HB -1 77- Item 5. - 139 ADVANCED U T! t F T Y SYSTEMS Humber College, Toronto, Ontario Advanced Computer Science and Technology Langara College, Vancouver, British Columbia Previous Work Experience Brookfield Residential Property Services Manager, Internal Support Responsible for managing the Internal Support department as well as overseeing project management, implementation and support for all BRPS Internal Support products FranSois Baron Technical Lead Professional Background Francois' role as a Technical Lead involves assisting clients with implementation, configuration, training, documentation, testing and support He works with all stakeholders of the implementation project including utility staff as well as the utility's customers Previous to joining Advanced, Francois was employed by xD3 Solutions Inc as a software developer for five years Prior to xD3 Solutions Inc, Francois was employed by Informatique DLD Inc, as a customer support representative for five years Areas of Expertise Francois has strong skills in the following areas System Configuration and Implementation • Configuration of software and related interfaces • Troubleshooting and resolution of business related processes and issues Strong Communication Skills Able to liaise with both internal and external project stakeholders • Works with individuals across all levels of an organization Self -Motivated Maintains a high standard level which contributes to the overall success of implementations Experience Francois provided technical services for the following Advanced CIS Infinity implementations which included go live and post live activities • Coaticook, QC • Baie-Comeau, QC ON of Huntington Beach 17 Item 5. - 140 HB -178- ADVANCED UT I LIT Y S Y S T C N S • Amos, QC • Port St Lucie, FL Education • College Diploma, Cofte CDI • Quebec, QC Previous Work Experience xD3 Solutions Inc. 2008-2013 Programmer -Analyst • Billing software development Informatique DLD Inc. 2003-2008 Call center Provided client support and technical issue resolution via E-Mail and phone Ehsan Ahmad Conversion Specialist Professional Background Ehsan offers over 14 years of experience as a Data Conversion Specialist and Programmer Analyst He has worked with various information software systems and has strong programming experience and skills Areas of Expertise Ehsan has strong skills in the following areas • SSIS, SQL Server Management Studio, SQL Stored Procedures/Functions, VBA Language, Bottom up Address parsing techniques, String Manipulations, Query Optimizations, Indexed objects and Data Views, Data Conversion, Legacy Data Analysis, Data Mapping, Data Scripting, Data Validation, Data Cleansing, Data Scrubbing, Data Integration, SQL Server Studio, MS Access, SQL Stored Procedures, SQL Functions, SQL Views Database Programming using SQL Server /Oracle • In depth experience of working with large data sets and Data Conversion Database Design • Proficient in developing and deciding the data conversion strategies • Thoroughly understanding the requirements and constraints on the application • Ensuring that there is no data loss at all in between the conversion • Programmmg and Testing City of Huntington Beach 18 HB -179- Item 5. - 141 ADVANCED 4f T9 t:TY STE EIN 9 Experience Ehsan has designed conversion programs and successfully converted clients - including City of Rocky Mount, NC, Guyana Power and Light, Woodbury, MN, City of Santa Rosa, CA, Gazif6re, QC and City of Richland, WA - from their legacy systems to CIS Infinity Education Certification in MS SQL Server, VB, MS Access, ASP, Windows NT 4 (NCR) M.SC in Computer Science B.SC in Math and Physics Previous Work Experience Gawsworth Systems Designed and Developed Front -End GUI using Visual Basic Net IPC Information Systems Designed and developed VB Functions and Procedures for RMS Software Application PEL Canada Designed and developed business software applications for CRM, POS, EDI, Sales and Inventory and Web Services Sohn Yu Database Administrator Professional Background John has over 25 years' experience working with SQL and Oracle databases He has an excellent understanding of the database requirements as it pertains to CIS Infinity Areas of Expertise Experience Education Previous Work Experience John has strong database administration skills in Oracle and Microsoft SQL CoSery Electric, TX (2005) City Water, Light & Power, IL (2003) Bachelor of Science - Computer Science & Mathematics York University, Toronto, ON Bulldog Group Inc. Database Administrator ON of Huntington Beach 19 Item 5. - 142 HB -1 s0- ADVANCED OJT4LiTY &YSIE*as • Supervised database design, development, testing, and maintenance Oracle Korea Inc. Database Administrator Responsible for system tuning as well as the structure of the tables within assigned databases Dawn )enner Reports & Bill Print Lead Professional Background Dawn has extensive experience in analysis, design,, training and implementation Dawn's commitment to excellence has been reflected throughout her career as she has tackled various roles including software analysis and design as well as process development and improvement Areas of Expertise Analysis and Design • Analyzed, designed and implemented over 10 new customer bills, notices and receipts with emphasis on functional specifications and upfront understanding of the design to improve implementation Experience City of Brantford, ON Onondaga County Water Authority, NY Pasco County, FL Education Previous Work Experience • Lead remote discovery process for bills, notices and receipts • Delivered written specifications for the bills, notices and receipts • Implemented the bills, notices and receipts in Crystal Reports Masters of Science in Information Systems University of San Francisco, CA Bachelor of Science in Management Information Systems Sonoma State University, CA City of Santa Rosa, CA Utility Billing Customer Seance ■ Communicated with and assisted customers on a City of Huntington Beach 20 HB _ 181 - Item 5. - 143 ADVANCED #JT4 LIT# f"V6T t1HS daily basis with all utility related issues including billing, payments, complaints and leak repair information Sara Hellenbrand Trainer Professional Background Sara's role as a Trainer has involved assisting clients with implementation, testing as well as training for all users including the core team, end users and occasional users Sara provides training that covers all functionality within CIS Infinity and executes a training plan that is tailored for the needs of each client Previous to joining Advanced, Sara was the Fiscal Assistant/ Admm Assistant for the County of Ventura Water and Sanitation Department, an Advanced client During her 5 years of employment with the County, Sara was involved with the purchase, implementation and go -live of CIS Infinity During the procurement and implementation process, Sara was a member of the core team, and was heavily involved in all aspects of the project Areas of Expertise Sara has strong skills in the following areas Training Excels at delivering training courses from the end user's perspective making user adoption faster and easier Presentation • Delivery style ensures training is instructional and goal focused but also engaging and interesting Experience Medford Water Commission, OR Post live support on -site for collections and billing assistance Pasco County, FL • Trained all core team and end users on the use of CIS Infinity ensuring complete knowledge transfer Murfreesboro Water & Sewer Department, TN Onsite for ITC1 & ITC2 as well as assisting in daily process documentation and test script refinement Previous Work Experience County of Ventura, CA Fiscal Assistant/ Administrative Assistant Citv of Huntington Beach 21 Item 5. - 144 xB -182- ADVANCE WTI LITY SYSTeNS • Provided front line customer service support • Assisted with billing and collection processes • Member of the CIS Infinity implementation core team - involved with documentation, testing and training City of Huntington Beach 22 HB _ 1 g; _ Item 5. - 145 ADVANCED U T I LITY SYST!1`48 4.0 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 Inte agr tion What proposed modules are fully integrated (part of the base software) into the main Utility Billing System application? What are the proposed third -party applications? If there are proposed third -party applications, explain how they are integrated into the main Utility Billing 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? CIS Infinity Functionality CIS Infinity is a Commercial off -the -shelf (COTS) solution that has unmatched functionality, which means you can automate repetitive tasks, put paper -based processes onlme, and improve your revenue stream, all without expensive customization CIS Infinity is not modular and all functionality is included as part of the base package as listed and described below • Alerts/Action • Advanced Reports • Billing Auto Final Bill Bill Re-prmt Bill Journal Cancel -Re -bill Process Cycle Billing Estimating Exceptions Final Billing Pre -Exceptions Regular Billing Manual Billing Flat Rate Billing Service Add/Remove • Cash Register Bill Payment Credit Card Authorization OCR/Barcode Scanning • Financial Reports • Inventory Management Backflow Device Electric Meter Gas Meter Instrument Transformer Key Management Propane Tank Solid Waste Streetlight Water Heater Water Meter Transformer/ Loading • Loans • Memberships • Meter Reading • Move In/ Out • Multiple Receivables • New Services • Payment Processing ON of Huntington Beach 23 Item 5. - 146 HB -184- ADVANCED UTILITY aVal EN6 Sundry Payments Adjustments • Collections Bank File Import Arrangements Deposits Assistance Agency Payments Bankruptcy Penalties Credit Rating Post Dated Checks Disconnect/Reconnect Third Party File Import Late Charge /Discount • Period End Routines Notices • Point of Sale Post -Date Inquiry . Pre -Authorized Payment Write -Offs • Rate Management 3rd Party Notification Scheduler • Contact Management Service Orders • Correspondence Management • Security/Auditing • Customer Service Inquiry CIS Infinity Overview - Key Features and Capabilities Customers, Accounts, Services, & Meters CIS Infinity allows the City to identify and track customers independent of the service address, so that history is never lost for the customer or the service address In CIS Infinity, each customer (individual or business) is assigned a unique Customer Number This Customer Number is used to track the customer's full history using move in / out details, contacts, collections history, comments, credit rating and much more No matter where that Customer moves to in the City's service area, their Customer Number will remain the same Each Customer may also be defined as a member of a special group for Consolidated Billing purposes The Account Number in CIS Infinity represents the service address (premise) where one or more utility services are provided The Account Number will remain the same for the service address regardless of the customer occupying that service address A Customer who has multiple properties will therefore be associated with multiple Accounts City of Huntington Beach 24 xB -185- Item 5. - 147 ADVANCED WTI LITY SYSTIt"* Each Account can have multiple Services (e.g. water, gas, electric, etc.). The number of Services that can be defined is unlimited. Similarly, each Service can have multiple Meters (e.g. water - high flow vs. low flow, or electric - KW vs. kWh). This level of flexibility for defining relationships between Customer, Accounts, Services and Meters allows CIS Infinity to support the complex data relationships required by many utilities. Customer and Account Management CIS Infinity tracks all key information about a Customer and an Account. Key Customer information includes primary, secondary names, phone numbers, and email, SSN, driver's license number, secondary addresses etc., which allows The City's Customer Service Representatives (CSRs) to easily find and validate the customer. Key Account information includes address data, GPS coordinates, parcel ID, services, etc. Customer and Account data fields are not only informational but can also be used to drive your business processes (e.g. Account Type, Owner vs. Tenant etc.). User defined fields are also available to track additional Customer and Account information. CIS Infinity retains all customer history including billing, transactions, moves, calls, customer correspondence, comments, service orders, usage, credit and payments, for an unlimited period of time. ON of Huntington Beach 25 Item 5. - 148 HB -186- ADVANCED UT4 LITY SYIT CF48 Regardless of the Customer, all important Customer/Account information may be placed in the Customer Information Band, which can be configured down to the user level. This means the Customer Information Band is completely configurable for displaying information from processing and batch forms (e.g. Billing and Collections). The best part is you define what is important (i.e. if the Customer has a payment arrangement, an outstanding balance, is Pending Disconnect, etc.). The Customer Information Band is designed to display a summary of that Customer/Account, however, when you click on any piece of information in the band, it will immediately take you to the tab on the Customer Account Inquiry form which reflects the details. This one click access to information allows The City's CSRs to focus on resolving customer inquiries quickly, on the first call. Contact Management First Call Resolution is the aim of Contact Management in CIS Infinity. In order to have all required information at your fingertips, the Contact Management design gives the City quick access to the information needed to assist any customer that calls or walks in. Records of all historical transactions (including User ID and Date/Timestamp, Service Orders, Notes, Tasks, Letters, Emails, Outbound Calls, etc.) are stored and all correspondence is supported and can be generated or tracked per customer/account. For example, the Notes tab tracks everything about the customer, and the Letter tab tracks all letters that were sent to the customer. Automation Whenever certain events occur in CIS Infinity, a task can automatically be performed in response to that event. These automated responses are called Actions. The dynamic nature of Actions provides a multitude of ways that CIS Infinity can introduce automation into your daily routine to efficiently run and/or eliminate many manual daily tasks/processes. City of Huntington Beach 26 1--18 -1 s 7- Item 5. - 149 ADVANCED i7T1 L1TY 0Y9 TEd#6 Workflow CIS Infinity is designed to allow an approval workflow process for financial adjustments or transactions being applied to a customer's account. Approval workflows can be configured in many different ways, which can be based on amounts, types of transactions, approvers and alternate approvers. Meter Reading CIS Infinity interfaces with all industry meter reading applications to send accounts out for readings, and capture all readings with accompanying notes and/or comments. Automated Meter Reading (AMR) and AMI is also fully supported in CIS Infinity, as well as creating and importing meter reading files through a scheduled process. There are no limits to the meter reading formats that can be concurrently supported and processed in CIS Infinity. Advanced is equipped with extensive experience to support transitioning to an AMR/AMI environment, if required. Usage Management CIS Infinity is used to effectively manage usage in over 120 sites throughout North America and the Caribbean. At each site, an interface has been developed with the meter reading systems, and includes support for hand-held, automated meter reading, and time -of -use systems. ON of Huntington Beach 27 Item 5. - 150 xB -188- ADVANCED UTILITY SYSTE"S Billing Management With CIS Infinity, you can implement a wide variety of billing processes, which can be complex (e.g. consolidated bills for large industrial or government clients, master and sub -meter billing, interval meter and various meter reading billing) or simplified (e.g. bill cancel and re -bill). Real time transactions eliminate the need for day -end processing, while bill registers are archived electronically, and there is greater precision for exception checking, usage quoting, and estimating based on unlimited reading history. The integration of the customer information and billing components of CIS Infinity makes processing adjustments, estimates and final bills quick and easy. You can define your own exception parameters and processes, make special discount and credit arrangements for individual customers, implement alternative tax rates and apply multiple taxes. Cycle, date and event driven billing schedules are also supported by CIS Infinity. Time and volume based consumption are tracked and recorded through interval meters, while consumption validation and estimation algorithms (e.g. the amount of last bill, the average of the last six months, year, or two years, etc..) are handled through customer -based exception checking and billing. City of Huntington Beach 28 HB -189- Item 5. - 151 ADVANCED LIT k IT SYS 1 tMS Loans Management Within the Customer Account Inquiry form, loans (e g connection fees) can be quickly added to a Customer account Users specify the details of the loan e g amount, type, repayment period, interest etc ) The loan amount can be included on the monthly bill The system can create a payment and amortization schedule Prepayment of the loan is also supported Rates Management Many Advanced Clients bill either single or multiple services with CIS Infinity, which include • Electricity (e g metered, flat rate, Demand, TOU and interval customers), • Water (e g metered - single, multi -flow and flat rate), • Sewer (e g metered and flat rate), • Other Services (e g Sanitation, Solid Waste, Gas, Propane, Concrete, Cable, Fiber, Irrigation, Reclaimed Water, Drainage, Steam, etc ) CIS Infinity's rate engine has a unique design that uses extensive normalization of the rate structure to allow for virtually unhmrted straightforward and complex rate configurations With this rate engine the City has complete control over the rate design (e g no rate configuration used) and model (e g no hard -coded rate elements) Payment and Transaction Processing CIS Infinity provides the ability to accept and process payments and adjustments received from a variety of sources, e g Over -the -Counter, IVR Interface, Lockbox, Credit Cards, Mail, Returned Items, Usage Adjustments, etc All Payments and Adjustments display as Pending in the Customer's Account Transaction History immediately as they are entered Payment allocation is automatic and highly customizable according to your needs (e g hierarchy - allocate to water before sewer, percentage based etc ) Financial Management CIS Infinity records all financial transactions of the City within its General Ledger sub -ledger Updated transactions are sent the City's General Ledger system via an interface to ensure the records in both systems are always in balance Transaction types include deposits, payments, adjustments, billings, NSF, refunds, etc Financial Reporting All transaction batches (e g billing, payments, adjustments, etc) have standard journals which provide summary and detail batch information (e g transaction summary, general ledger summary) CIS Infinity also has a number of standard month and year end reports to assist the City with the period close out processes ON of Huntington Beach 29 Item 5. - 152 HB -190- ADVANCED UTILITY SYSTIE"S Multi -Company Support The standard multi -company functionality in CIS Infinity will allow the City to offer its services to other companies without the burden of managing multiple systems for each company the City's business rules and CIS Infinity pickup routines can be run globally or for an individual company Information can be secured such that users belonging to each company can only see the information applicable to their business Each company / division can be supported with its own general ledger structure (i e different debit / credit GL numbers based on company / division) Cash Register The comprehensive nature of the CIS Infinity Cash Register provides • Easy entry of walk in payments (including scanning in payments), • The ability to handle any type of payment (e g. lockbox, bank file, online, marl/coupon/over-the-counter, third-party/agency, and miscellaneous payments, such as payment for a damaged fire hydrant, etc), • The ability to split payments by different configurable tender types (e g credit card, cash, check, debit card, etc ) Credit and Collections Management The collections process is designed to "ratchet" delinquent customer accounts toward the disconnection service consequence in a timely fashion and according to account class rules This is achieved by an automatic progression of collection statuses displayed prominently on each account Collections workflow can be fully automated Tasks for other staff, letters to customers, service orders, bill messages, additional charges and a variety of other actions can be automatically generated off events in a customer's collections activity Customer Account Inquiry Form The collection status, credit rating points, any payment arrangements, and any disconnect or reconnect service orders all display prominently on each customer account in the Customer Account Inquiry form Conspicuous font coloring reveals the collection statuses to enable instant detection when searching through a customer account listing Cashiers are alerted to these statuses when the customer's account number is entered on the form Collections Processing Using the Collections tab on the Customer Account Inquiry form staff can effectively identify, manage and perform collection actions against delinquent accounts CIS Infinity allows staff to quickly target accounts by the account class, amount owing, service, days past due and much more Within the collections tab staff can issue notices, send letters or schedule phone calls to overdue accounts City of Huntington Beach 30 HB -191- Item 5. - 153 ADVANCED Credit Rating In CIS Infinity, a unique permanent identifier for each customer facilitates credit transfers between old and new accounts, eliminating unnecessary write offs CIS Infinity tracks each mdividual's credit rating using the in-house credit rating point system, which is based on your specifications Unlimited collection history is stored for each account and is quickly accessible through the Customer Account Inquiry form Payment Arrangements CIS Infinity automatically tracks Payment Arrangements (PAs) and their current status, initiates collections procedures (call, notice and print) and assigns follow-up tasks A variety of PAs may be added from the Arrangements tab on the Customer Account Inquiry form Penalties Collections procedures including penalty pickup are automated based on collection parameters defined by the administration Notices Notices in CIS Infinity can take several forms which include letters, IVR calls, email messages, or messages on the customer's next bill Notices are scheduled according to the account class and bill type, with each notice type associated to a corresponding collection status update Disconnects and Reconnects Generating disconnects for a number of accounts can be done based on the highest amount owing or oldest amount owing, and can also target specific cycles/books or field staff Deposits In CIS Infinity, a unique permanent identifier for each customer facilitates deposit transfers between old and new accounts Collection parameters are specifically designed for deposits, and CIS Infinity can be configured to provide automated interest pickup with interest applied to either the deposit or the account Bankruptcies The bankruptcy routine automatically prorates and offsets the prepetition portion to the Bankruptcy A/R, thereby avoiding the widely common practice of closing the account ON of Huntington Beach 31 Item 5. - 154 xB -192- ADVANCED UTILITY S Y S? ENS Collection Agency/Automatic Write Offs/Liens Additional features within the collections module include the ability to write-off accounts, add bankruptcies and send overdue accounts to a collections agency or to tax roll Once the parameters for your local business practices have been configured, accounts can automatically be written -off using the Write -Off Pickup routine This routine can be used for all manner of credit and debit processing Service Orders Managing Service Orders is a key part of any Utility's business In CIS Infinity you can initiate the work, track the work, update Orders and view historical Orders Orders can be both Service and Meter based More importantly, the service order workflow can be fully automated CIS Infinity can automatically issue a service order in response to a variety of events, including, Billing Exceptions, Collections activity, and so on Service Order Types can be configured to behave in very specific ways (e g a Service Order can be set up for scheduling within specific parameters) And, since there are different outcomes when an Order is completed, automatic Actions can be attached to a specific Service Order for selection and generation as the Order is closed Information about service orders related to an Account is available for viewing and editing in the Service Orders tab Full tracking along with all notes and information related to any Service Order is also easily accessible Varied Reporting is accessible to further track all Service Order activity City of Huntington Beach 32 xB -193- Item 5. - 155 ADVANCED WTI L i T Y S Y S T E M S The Service Order Management form is available to further organize, search for and track Service Orders. Meter Inventory CIS Infinity offers an intelligent Meter Inventory module that supports effective and efficient capital asset management, while ensuring reading and billing accuracy for your business. The referential integrity of the integrated inventory module in CIS Infinity ensures that only stock meters are available for meter installs and replacements. Moreover, the system prompts staff when the proposed meter replacement is a different model type, or a "crossed meter' situation is detected. Customer Service Detailed information about each installed meter is available from the Customer Account Inquiry form. the City can add, remove or change out a meter, as well as adjust billing parameters for a meter at an account. The ability to remove a meter, clean or test it, and return it to the same account with any reading changes is also supported. Meter Inventory Inquiry The Meter Inventory Inquiry functionality in CIS Infinity provides a detailed view of each meter including associated remotes, ERTs, service entrances, purchase consignments, installation history, test history and repair history. Simple account related and advanced search options are also supported, along with the ability to hyperlink back to the Customer Account Inquiry form from the Meter Inventory form. Citv of Huntington Beach 33 Item 5. - 156 xB _ 1 94_ ADVANCED vxtLiTY SYSTEMS Route Management Re -sequencing of meters to fine tune the sequence order within a book or route can be completed through the Route Management form Meter Procurement Meters can be added to inventory directly from the electronic shipping documentation, easing meter procurement from the pallet into CIS Infuuty, as data may be streamed into inventory off the corresponding EDI using the Advanced Interface Module (AIM) Manual meter entries may also be populated through a batch entry feature or one at a time of course Meter Management Powerful filtering and selection tools allow staff to target meter populations due for testing and change by either the location, re -verification year or last test date en masse A random selection option can provide sample populations to facilitate spot testing or survey letters Specific custom filtering allows for en masse actions (interface file, service orders, tasks, etc ) to target subsets of your meter inventory to facilitate routine re -verification or repairs Reports A variety of standard meter reports are available for reporting meter information grouped by account, cycle, meter type, remote, subgroup (PO#), test year and status Custom reports can be developed by the City for inspection, testing or calibration listings Equipment Inventory Along with robust management tools for gas, electric and water meters, CIS Infinity's fully featured inventory management modules perform identification, access and management of non -meter serialized and non-seriahzed equipment inventory Searching and Reporting Simple Searches Searches in CIS Infinity are supple From any screen, begin to type a customer or account number, the Search window will automatically appear without you having to click on a Search button This allows for quick searches based on the customer / account number Other supple search options besides searching by Address, Name and User Defined Fields, include those options available in the Customer/Account Search form and many more Each Search option allows for partial matches, "Sounds Like" capabilities and wildcard searches All Searches can be saved for future use City of Huntington Beach 34 xB -195- Item 5. - 157 ADVANCED UT LIT SYST EMS Reporting Although CIS Infinity provides easy one click on-line access to information, utilities often require reports for managerial and operational purposes All reports included with your CIS Infinity license utilize a runtime version of Crystal Reports Reports can be run ad -hoc, or scheduled to run one time or on a recurring basis Configuration CIS Infinity is configured using Control Tables/Forms and can be customized to meet your Business Processes This ensures your unplementation is faster, cheaper, and more reliable while utilizing sophisticated configuration tools Scheduler CIS Infinity is integrated with an internal Scheduler which can schedule and automate every batch or repetitive CIS and billing function that you need to do at the City Security CIS Infinity supports robust security and auditing functionality All users are assigned a role, and role -based security controls access to all screens, tabs, processes, tables (down to the individual field level), reports and queries Any item in CIS Infinity can be secured, including restricting options available from dropdown lists Auditing CIS Infinity also supports robust field and table auditing functionality, including the ability to audit/track changes made to any table or field by a user or process (e g API -level changes originating from integration activity) CIS Infinity pre -ships with a standard list of audited fields, but the City can audit any field in the system easily through the user interface, as well as view the audited details graphically (such as the original value, user ID and date/time of the change) Interfacing As a best in breed CIS solution provider, CIS Infinity interfaces with many third party solutions including Financial, AMR/AMI/MDM, Geographical Information Systems (GIS), Interactive Voice Response (IVR), Lockbox/ACH, Remittance, EBPP (Electronic Bill Print & Presentment), etc In terms of development, Advanced takes the method that is most flexible and applicable to the specific interface requirements Third -Party Applications CIS Infinity does not require any third -party applications to operate other than SQL or Oracle database software ON of Huntington Beach 35 Item 5. - 158 HB -196- ADVANCED "Real -Time" and Batch Processes CIS Infinity is designed to be a real-time system. Updates, edits, and additions are updated to the database immediately. Any batch updating, bill calculations and all other processes can be run during the day without conflicts or data integrity problems. Optional Modules Infinity.Link Infinity.Link is our online web customer portal that further enhances the core capabilities of CIS Infinity. Infinity.Link gives the City's customers the ability to view their bills online, view account information, pay their bills, request service, enter meter reading, and much more. ono T F^.LP.RI�fR"a .RR, wn SRO -xasxasaee RD B%U CG FSr3Lf3�:IR M�:'vs, e. $MO D..1 oz; — a?mroc y Billing Detail ,� PApAq CMpSsR Watn'Budget Int-41M IE Mo g?. ja ke ws:W0.NeRl ;'T Sub M Reedr Infinity.Mobile Service Breakdown ,"Consumption - 61ocY +$e26 g 1 3� z � � y y %,v:�5\\. ....Saww Ma+v eMr $063 a•: cow„mpuonei�ezS+ge v .o �•...._ ,.:Mdet s•rvim rn•.ee:fe2g Infinity.Mobile is our complete workforce automation application that reduces paperwork and increases accuracy of the service order process by leveraging mobile and wireless technologies. 0 Infinity.Mobile is our complete workforce automation application that reduces paperwork and increases accuracy of the service order process by leveraging mobile and wireless technologies. Through an easy to use web -based dispatch application, service orders generated by customer service representatives or account managers City of Huntington Beach 36 HB -197- Item 5. - 159 ADVANCED in CIS Infinity form a task list to be assigned to available field personnel. Mobile field workers can receive and provide updates to service orders in real time to/from CIS Infinity from tablet devices, ruggedized laptops, or similar mobile device. Dispatcher Sample View ON of Huntington Beach 37 Item 5. - 160 HB -1 as - ADVANCE UYILPTY SYSTEMS Field Technician Sample View OWSM t 11043E (FWAL BILL SERVICE MRDEit) Artr&eas': 81?1 BW4PTON Ceased B>tatwe:; -IM.012 TORONTO, ON UI M1h ILI 'last W., A+nozu .. I S2.II3 cyrta.Eook:. 0141 N— St3NEY-L JAY -. '_pate: tli 4t2012 Rccmund. Fppe: Resi er•uat stet— 3 , ...._ CusOcreoxdiacaurrt �tT1.99a5t4U'M4i B244C' .Caller: Uwnerffcnan[ CMsrta 7 : Nvartel:di293Tif9S ?ax Sub6iv'i:sion: .wz�ai Sme pate .. .......................... A;WDSrtM1smR11P pcEe I Ffam T�R'e .............. T'o. faea SakE 4ate � � Time ' L.Vi uacs ............ Na[e.: ccram.w.xv-q RaitaWraf¢•: t^^ap �9 re my�e CU D—Ipt- `:.!star Na LocaLa _C.W Loa#mn_CoGe2 Lecatian_Code3 Metcr inty sp a7 b9cascge 3I� `fiAHitt 3-°ti_Vr!4- if '. '4" u tG'* MWt hsta.R Mety Re—ta fF ...__... ..................... _. _.__._........_.... 328? 5A4A'IitdTi3 Zf3 "M Seal- PKad Typ.. M—f..turer MEter.Size DIM. Lsst Pv" DaV, last Resdng Read ng YiRtar z4`T H _ ................... ..._ . qd CduA"�i"; t .4irT.A:3! Read at. Read Type Read &W- Curren} P—d Csr su Pr— Eia)s II2;4+C "aC?i? : VYstcr A. I Recta 0 noon L K;.��ilJ3 i^iaf: --I P.:aao IF,:[40flt1679 4"M;:i'1J`MI tI- fl, '+=-F2fl9 iR`stca c�cia EN.—te' 112C 00f, .5YSwa °M'.' ::�:9''2E:;1S V.`sxsa R�ual �rssa J�i.00JilM .)t.�J: JJ E? ¢'.m`a 1,2L'ON 'USasr fw-ual Raa.� 2. 3u tMMUt? °i Z:'OitttM E3': Mdir;�^�itgE Vn'axea 4caua.l iYeaa :ll1C S.'t@39 ", �.�MYtC 9'_ City of Huntington Beach 38 xB -199- Item 5. - 161 Harris Go Go is a mobile customer self-service application that provides your customers with the ability to access their utility account directly from their mobile device (iOS or Android) giving them a new level of convenience and control over their utility service. Customers can manage their accounts across all services, view and pay bills, view meter reading, report issues and outages, stay informed by receiving bill reminders and utility notifications, be social with Facebook and Twitter connections. , > 1� HARRIS E um s r � unusrEs HARRIS ��. Lmuas I +�' UTjunes . ant t is p� Harris Payment Gateway The Harris Payment Gateway is an integrated, web -based solution which allows your customers to make electronic payments and obtain real time authorization. Payment types accepted include Visa, MasterCard, American Express, Discover and eChecks. Our payment processing partners offer competitive rates, robust reporting and superior customer service in an absorbed or convenience fee model. Infinity.BI Infinity.BI is a powerful business analytics solution developed by HiQube in partnership with Advanced. This tool provides a rich set of dynamic reports /dashboards which can be tailored to address the unique business intelligence needs of the County. Infinity.Bl includes self-service analytics functionality for operations management and customer service representatives to interactively analyze revenue and service consumption, cash flow, collections, service customer move -in / out activity, customer call volume and service orders. Infinity.BI offers a built-in rate case module which allows users to perform what -if analysis by manipulating, revenue data consumption data, tier breakdown providing access to deep and powerful data analytics thus enabling informed decisions based on key performance indicators., dashboards, and performance metrics. ON of Huntington Beach 39 Item 5. - 162 HB -200- ADVANCED UTi LiTY aYSTeae __.._ .. ......... ......... ......... ......... AR Tyne Year iit3'$ r=arecap +anuee. ...... ........ ......... ..........._................. .. ......... ......... Total ......... . ____........ January ...... _.._ __ Payment Trend Anayais S240,000....... ......... ......... ......... ............................................. .. ..... .................................................................... .,. ( x Payment - Lockbox $288 i37 $210:000 . ........... . _.. _ ._ .. ........ .... ........ :...... Payment - Credit Card $179,452 $185 Q15 $181 898 $180,000 -' { t _ Payment Pre - Authorized a $151,322 , $150,00C ...... eI. r;Payment-Cashier _. Payment - Misc Billing Payment - Credit Card ,� Payment - IVR $60,000 � ( � Ewa i Payment - Electronic 53o,one - Zzax Payment - Global Aft Type Analysis Ilk ..: - Water 563,255 $3.137 $60.102 $3,176 $70.755,, S3:52; $133194 $4,346 159,173 S3,278 i. •S Wastewater $77,396 $4,438 $82:,790 $3.751 $103,899 $4.742 Y89.555 $5,172 $69,377 $343 - .113%, Drainage S34,657 $7,559 536,572 $8,158 $27,457 $23,927 $23,577 S24631 $1.8,911 S9108 '. •2ft '.. 43%] CRC Wastewater $1,131 $57 $1,585 $11 51.745 S215 $1,563 $37 $1,304 $1 '; i7% -^' CRC Water i $1,849 $112 $2,224 $12 $2.8S4 $16.1 $2.7-37 $156 $1.996 $2 1 -20% ". CRC Drainage $364 $2 $297 $11 $2911 15 $235 $3 S1fi3 $6 -31% 8T8%:. Bankruptcy $224 Uisc Swing j $721 $1,17,71 S.912 $398 Street Light S56 $3 S57 $2 $73 S3 $54 S3 Co£tectkre€Agertcp ti06119{ZU13 City of Huntington Beach 40 HB -201- Item 5. - 163 ADVANCED 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. Our recommendation is to have a separate database and application server for each CIS Infinity system. Other applications may reside on both the database server as well as the application server. However, the software can be installed on a single server and we have several clients that do so. Citrix is required if there are remote offices. Your CIS Infinity installation allows you to create as many environments as required and includes a complete, fully -functional and distinct test system that allows you to support testing of customization, new releases and software upgrades. To achieve this, a testing database is defined on the database server, and a testing environment is created on the application server. Hardware Recommendation Database Server Processor 4-8 CPU / Cores @ 2-3 GHz RAM 8GB Disk Space CIS Infinity (monthly billing based on 3 services) Initial Size For Constant Tables (BIF001/BIF002/BIF003) 1553MB/ month 289MB Infinity.Mobile Dispatch* Initial Size Service Orders (based on 1000 per Day) 2GB 30MB/ month Infinity.Mobile Client Initial Size Service Orders (based on 1000 per Day) 1.5GB 3MB/month ON of Huntington Beach 41 Item 5. - 164 HB -202- ADVANCED UTILITY SvItT et4 S Application Server Processor 4 CPU / Cores @ 2-3 GHz RAM 8GB Disk Space CIS Infinity Folders (Folders may vary based on use, retention period and types of files attached) Standard Folders Letters (average file size) Attachments (average file size) 1-3GB 30 -10OKB 171KB CIS Infinity Launcher 3MB Web Service 25MB Infinity.Mobile Web Service 40MB Workstation Processor 4 CPU / Cores @ 2-3 GHz RAM 4GB Operating System Windows 7 Professional or higher Applications Microsoft Office 2007 Professional or higher *Infinity.Mobile is an optional solution. 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. CIS Infinity supports any widely accepted network infrastructure utilizing TCP/IP as its primary communication protocol. 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 application server operating system required by CIS Infinity is Windows Server 2008 or Higher with Microsoft Internet Information Service (IIS 7.5). City of Huntington Beach 42 HB -203- Item 5. - 165 ADVANCED U 1 4 L I T Y S` S T t m S 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 options for CIS Infinity are as follows: a) Windows Server 2008/2012 running Microsoft SQL Server 2008 or Higher or; b) Windows Server 2008/2012 or Higher running Oracle 9 or Higher or; c) Unix/ Linux/ AIX (any version) running Oracle 9 or Higher CIS Infinity supports either Microsoft SQL 2008 or higher or Oracle 9 or higher database platforms. One platform is not superior to the other. The choice is solely dependent on the City's preference. CIS Infinity includes full transactional rollback and easy backup capabilities in the event of hardware or software failures, or failures caused by human errors. During a batch operation, each logical "item" in the batch, such as a bill or payment, is fully transactioned, such that failures as described above will rollback the uncommitted transaction and not result in a partial update. During batch processing, CIS Infinity records the successfully processed transactions, and when restarted, will being again with the first uncommitted item - the batch does not have to be restarted from the beginning, but rather is started from where it left off. CIS Infinity relies on external third party tools to provide backups. As a Windows application using SQL Server or Oracle databases, CIS Infinity does not require anything specific with respect to backups. There are no restrictions on use of CIS Infinity. Furthermore, regular backups are important for any computer system, but for utilities they are vital to ensure that system outages do not result in lost data, lost time, and lost revenue. Advanced recommends that the City safeguard the CIS Infinity system with a thorough backup regime that balances safety and convenience. The recommended backup procedure includes daily (incremental), weekly (full) and monthly (full) backups of data. The backup schedule operates on a four week month, with full backups taking place on the weekends. Backup Schedule • Weekly Full Backup: Once a week (on the weekend) there should be a full backup, including system files and Registry that will be the basis for the daily incremental backup. • Daily Incremental Backup: On a daily Basis run incremental backup of the entire system to complement the weekly full backup ON of Huntington Beach 43 Item 5. - 166 HB -204- ADVANCED U 7 d L f TV S Y STE M • Monthly Full Backup: On a monthly basis a full network backup, including system files and Registry, should be executed in addition to the weekly full backups. • Database Backup: Native backups should be scheduled twice daily and every 30 minutes for the transaction log. G. Software Version Identify the most current version of the software. Detail the percentage of live customers that are utilizing the proposed version of the software. Please provide a breakdown of customers (by percentage) for each version of the software currently in use. The vendor must provide during implementation the most current version of the software. All known posted and identified fixes to "bugs" within the system must also be applied at time of implementation. The most current version of CIS Infinity is Version 3. 96% of live customers are using the proposed version of the software. 4% of live customers are using Version 2. All known posted and identified fixes to "bugs" within the system will be applied at time of implementation. 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? As CIS Infinity has been developed based on input from the large Advanced customer base, a focus has been maintained on developing the best business practices within CIS Infinity. The intent in implementing the Advanced solution is to take a best practices approach, and use the system as it is designed. Firstly, if you are familiar with the Windows desktop environment, you will easily recognize much of how the CIS Infinity user interface works: The button bar contains buttons with letters underlined below the icons. The underlined letter is usually the first letter of the word. To activate a button, the Next button, for example, you can press the ALT key and the underlined letter ("N" for Next) CIS Infinity, like other Windows applications, allows for multiple sessions, as well as multiple screens to be opened at one time. There is no limit to how many screens can be opened at one time - all commands and screens can be used via keyboard commands or mouse clicks. This makes CIS Infinity intuitive to navigate and use. CIS Infinity also provides the ability to automate repetitive tasks in a way that reduces work effort while improving customer service. A System Administrator can configure CIS Infinity to respond to specific events with a set of automated actions City of Huntington Beach 44 xB -220>- Item 5. - 167 Ozlzan III that includes any combination of e-mails or letters to customers, service orders, financial transactions, messages on bills, tasks assigned to other users or departments, notes on customers' accounts, key customer comments (e g cash only), and more For example, CIS Infuuty can be configured to respond to the posting of a return check transaction with any combination of the following automated processes generating a letter to the customer, assigning a task to contact the customer, assessing a return check fee, putting a message on the customer's next bill, adding a cash only comment to the customer's account affecting the customer's credit rating, and more, all without manual intervention Actions can be generated for an individual customer or a selected group of customers using complex criteria defined by users Further, all business rules, automation, and rates are set up with sophisticated configuration tools CIS Infinity is not "hard coded" to meet the requirements of a single client, but is configured to suit your needs As a result, implementation is faster, cheaper, and more reliable And when new requirements emerge in the future, your System Administrator or Advanced technical staff makes the changes, instead of developers embarking on expensive custom -coding projects As well, you have the flexibility to execute your business processes in a way that makes the most sense for your utility I. Competitive Advantage For each module, please describe any competitive advantages of your system which would distinguish your system from the competition. First Call Resolution The CIS Infinity user interface is designed such that CSR's have all the information they need to handle customer inquiries right on one screen Instead of wastmg time searching for information they can focus on addressing customer questions Specifically from one screen, CSR's can • Review and maintain all customer information (accounts, services, meters, billmg and transactions, service orders, moving customers, collections, payment plans, and more) • Initiate resolution actions (e g generate a service order for a high bill dispute) • Track all communications with customers, attach files to customers, track time spent with customers for future reference With all this information and capability at the CSR's fingertips, first call resolution percentages will improve and customer satisfaction will also improve Integration with industry -leading applications CIS Infuuty facilitates fast, mexpensive integration with a multitude of industry tools, including • Financials • Automated Meter Reading ON of Huntington Beach 45 Item 5. - 168 xB -206- ADVANCED 074LkIry SIV ST Ems • Geographical Information Systems (GIS) • Interactive Voice Response (IVR) • Cashiering • Work Order Management CIS Infinity also provides full integration with Microsoft Office, and the ability to upload files -- images, documents, and so on -- and attach them to accounts Ongoing Maintenance The complete Advanced solution includes regular upgrades and improvements to support industry best practices and requirements for local government The Advanced software upgrade policy has been designed to give our clients the maximum flexibility to manage change, add new features as necessary, and control costs Unmatched Functionality CIS Infinity provides unmatched functionality that the City can turn to as the need or opportunity arises, without requiring expensive new add-ons or custom development This also means you can automate repetitive tasks, put paper -based processes onlme, and improve your revenue stream, all without expensive customization Minimal Programmer Involvement All business processes can be configured using control tables in CIS Infinity That is Advanced avoids custom coding in favor of a sophisticated configuration tool As needs change over time, CIS Infinity is flexible enough to change with it CIS Infinity can adapt to easily add new reports, change billing schemes, and handle new circumstances, new requirements, and new ideas This minimizes the overall cost of ownership and eliminates costly custom coding projects Consistent with the City's IT Standards CIS Infinity was built using Microsoft development tools and takes full advantage of Microsoft's Windows operating system SQL Server technology The CIS Infinity architecture results in proven reliability, and the skill sets required for the Windows platform are easy to find and easy to learn Most of our clients maintain CIS Infinity by utilizing existing IT personnel that are currently on staff Comprehensive Reporting CIS Infinity has a powerful standard reporting engine and provides five levels of reporting which consist of the option to filter and export data, access to hundreds of City of Huntington Beach 46 HB -207- Item 5. - 169 A V AC E 04 7 1 t IY S V S I It N 8 standard reports, the ability to modify the standard reports, the ability to design customized reports and a function that allows users to share reports that they have created CIS Infinity enables end users (without IT assistance) to access the data within the system 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? Workflow operates via configuration of control tables This can be controlled manually or automatically based on conditions set A System Administrator can configure CIS Infinity to respond to specific events with a set of automated actions that includes any combination of e-malls or letters to customers, service orders, financial transactions, messages on bills, tasks assigned to other users or departments, notes on customers' accounts, key customer comments (e g cash only), and more CIS Infinity integrates seamlessly with Microsoft Outlook E-mail to facilitate such activities as e-mailing reports, sending tasks and updating supervisors when work has been completed 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.)? All business processes can be configured using control tables in CIS Infinity That is Advanced avoids custom coding in favor of sophisticated configuration tools Client specific modifications are built into CIS Infinity and scheduled as a part of the Update and Upgrade process All modifications and Client Specific modifications are "turned on" or "turned off" via control files This ensures that clients are not forced to use functionality that it not relevant to them CIS Infinity has approximately 30 user defined fields available for use These fields are accessible online and in reports Additionally any field in the system can be renamed L. Securi 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? Security setup is similar to Microsoft operating system security System administrators create user IDs and users can belong to one or more groups Objects in CIS Infinity can be restricted by user ID, or by group The first level of security in CIS Infinity is the ability to completely configure the user's menus and items on menus If you do not wish to give a user access to a form you can simply not place the form on the user's menu ON of Huntington Beach 47 Item 5. - 170 HB -208- ADVANCED UTILITY O V S T E M 3 System Administrators can pre -define a series of menus that are common, and those menus can be placed on the users menu Each user's menu does not be to be defined from scratch and could supply have the pre -defined menus on them Each item that can be added to the users menu comes with a pre -defined description from Advanced, these descriptions can be customized by the System Administrators to suit your needs and terminology Security in CIS Infinity is object based rather than field and table based This allows system administrators to secure not only secure fields, but objects such as buttons and pick lists You can secure anything you see on the forms of CIS Infuuty rather than just restrict users' access to fields or tables Objects that can be restricted in CIS Infinity Include • Fields • Forms • Pick lists (entire pick list or selected items in the pick lists) • Accounts (you can restrict access to particular customers' accounts by user id or by group) • Batch of Cash (only cashier can use their own batch) Billing Batch • Buttons on forms (restrict users or groups from functions on forms) Restrictions on objects include read only, visible to user, deletion, addition and more Security options differ based on the type of object For example, entire forms can be made read-only or you can restrict the user to editing current information but they cannot add or delete City of Huntington Beach 48 xB -209- Item 5. - 171 ADVANCED UTILITY sylIve"s This image illustrates some options for securing a field in CIS Infinity: • Access Allowed - Choosing this will restricted the user from seeing or editing the field. This can be used to remove fields from the form that you do not utilize as well as restrict access to fields from users who do not need access, for example, Bank Account number. • Edit Allowed - This will leave the field visible to the user, but restrict editing the value in the field. • Selectable Field -- Since CIS Infinity contains Adhoc query and Adhoc reporting capability, the Selectable field restriction prevents users from being able to use the field in an Adhoc query or Adhoc report. Auditing Aside from restrictions, Security also provides the System Administrator access to place auditing on any data field in CIS Infinity. Toggling the Audit/Do Not Audit Field button will enable tracking of the changes, additions and deletions of this field at the middle data access layer of CIS Infinity. Once auditing is placed on a field, end users can also view modifications to these fields ON of Huntington Beach 49 Item 5. - 172 xB 10- ADVANCED UTILITY STSVIENS M. Upgrade tools What is the upgrade frequency? 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? Advanced periodically issues new releases of the CIS Infinity software which the City will receive as part of the support and maintenance package. Upgrades or "Builds" are released on a quarterly basis and are downloaded from the Advanced customer portal site. Between builds, executables may be issued to meet client needs. Version changes occur approximately every six to eight years. The client can download patches, fixes and upgrades from the Advanced customer portal. Clients can then apply the applications to each of their environments (test and production) independently. It typically takes about 15-20 minutes to apply a patch, fix or build. CIS Infinity is not "hard coded" to meet the requirements of a single client, but is configured to suit the needs of each implementation. Updates and Upgrades are provided to all clients to encourage our users to run the most recent version, which improves the ability of Advanced to provide support. Clients are not required to install the new software, but in general they do take advantage of the improved features, performance, and reliability that come with new software releases. Upgrades are major releases, including major new functionality. Major new features may be "turned on" or "turned off" via control files. This ensures that clients are not forced to use functionality that is not relevant to them. All customizations are maintained during upgrades. Data and configurations are never lost. Advanced has no particular amount of time it places on older releases due mainly to the fact that all clients upgrade in a very reasonable amount of time, within 3 months of the minor release and 1 year of a major release. 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 Utility Billing System software? Please provide a list of standard reports, by module, that come "out of the box" with the software. Advanced has created, in consultation with our customers, over 200 standard reports that are useful for generating statistical or financial reports each day, week, month or year. These include block summaries, general ledger and transaction reports for accounting and balancing purposes, customer listings and equipment and metering reports for statistical purposes. These reports are created by simply selecting a report to run from a menu and choosing a date or range of information. These are pre -formatted reports. Alternately, the user can choose to modify a standard report to create a virtually City of Huntington Beach 50 HB -211- Item 5. - 173 ADVANCED WTI LITV ffit SI itM4 unlimited number of ad -hoc reports. This includes copying an existing report and then adding additional information, changing the look of the report (font, color, orientation) or changing the filters, summaries etc. A user can also attach their own Crystal Report format - this allows you to "dump' data from a regular report and then perform other functions with your own customized reports. Reports can also be "packaged" or copied and then "unpackaged". This allows our customers to share reports and copy a report from the test system into the production system. CIS Infinity allows you to export the data gathered through its internal query tools - Reports, Searches and Filters, in many different formats. The following methods are currently supported: ON of Huntington Beach 51 Item 5. - 174 HB -2 1 z- ADVANCED UT LIT'Y S dS TEM8 • Txt (* txt) • Delimited (* csv) • Excel (* xls) • Table (* dbf) • Rich Text Format (* rtf) • Word (* doc/ docx) • HTML (* html) • XML (* xml) • Portable Document Format (* pdf) • ODBC • SDT • etc Infuuty BI, an optional complementary solution to CIS Infinity, is a powerful business analytics solution developed by HiQube in partnership with Advanced This tool provides a rich set of dynamic reports /dashboards which can be tailored to address the unique business intelligence needs of the County Infinity BI includes self-service analytics functionality for operations management and customer service representatives to interactively analyze revenue and service consumption, cash flow, collections, service customer move-m / out activity, customer call volume and service orders The same security definitions apply to the reporting tools as to CIS Infinity City of Huntington Beach 52 HB -213- Item 5. - 175 ADVANCED UTd Lt`K T SYSi EMS Standard Reports By Data Environment This table describes the Standard Reports that are included in CIS Infinity, grouped by data environment Backflow Device Inventory Reports Backflow Listing Bill Batch Archive Reports High Consumption Report Number of Bills OEB General Service Customers OEB Rate Unbundling Updated Billing Batches Detail Updated Billing Batches Summary Block Summary Reports Billing & Rate Statistics Report Block Summary by Cycle Block Summary by Supplier Block Summary Detail A detailed list of all backflow devices A list of the highest -consuming customers by user -specified consumption criteria A list of bill types with the number of bills updated for each bill type A list of demand or KWH accounts grouped by consumption for a specified date range A list of all consumption and charges by bill code for a specified date range A list of updated billing batches A summarized list of all updated billing batches A list of all bill codes with elements and associated consumptions and charges A summary of all consumption and revenue by cycle A summary of all consumption and revenue by supplier A detailed report of all consumption and revenue by service and bill code ON of Huntington Beach 53 Item 5. - 176 HB -214- V A! C D O T d L E T T 1 Y* T (EM S Block Summary Summary A summarized report of all consumption and revenue, by service and bill code Cash Batch Archive Reports Cash Batch Summary by Transaction & A list of updated cash batches including Date transaction codes Cash Register Detail A list of customers who paid through the Cash Register module with payment details Updated Cash Batch Contact Management Reports Contact Log Customer Comments Customer Notes Letter History Customer/Account Reports Bill Code & Rate Bill Point of Sale Listing Completed Task by User Credit Rating Listing A list of updated cash batches A list of customers with whom contact time was tracked A list of customers who have comments associated with their account A list of customers who have notes associated with their account A list of customers who have been sent letters A list of all bill codes with elements and rates A list of customers who have point of sale items attached A detailed list of completed tasks by user A detailed list of all customers based on their credit rating City of Huntington Beach 54 HH -215- Item 5. - 177 Customer A/R Listing Summary Customer Addresses Customer Listmg Customer Listmg by Bill Code Detail ADVANCED uY*LEYY S STM#46 A summarized list of customers and their A/R balances A list of accounts with addresses A user -customized list of customers A detailed list of customers with a bill code Customer Listmg by Bill Code Summary A summarized list of customers with a bill code Customer Moving List Customer Transaction report Customer with No Last Interest Date Electric Service Entrance A list of customers moving in and out A detailed list of all accounts that had entries with a transaction code during a designated time frame A list of customers who do not have a date populated in the Last Interest Date field A list of customers who have electric service entrance information attached to the Equipment tab Flat Rate and Rental Equipment Listmg - A detailed list of flat rate and rental Detail equipment Flat Rate and Rental Equipment Listmg A summarized list of flat rate and rental Summary equipment types Letter of Credit Loans Listing Monthly Transaction History Detail Monthly Transaction History Summary A detailed list of accounts with a letter of credit (non-fmancial deposit listing) Detailed information about each customer with a loan A detailed list of selected transactions A summarized list of selected transactions ON of Huntington Beach 55 Item 5. - 178 HB -216- Multiple A/R Listing Multiple A/ R Summary Listing Multiple Monthly Transaction NAICS or SIC Code Listing - Details NAICS or SIC Code Listing Summary Notice Exempt Customer Listing Number of Units Per Customer Payment Arrangement Listing Pending Task by User POS Supplier Listing ADVANCED UT I LYT'Y S'YST EMS A detailed list of all customer A/R balances A summarized list of customer A/R balances A summarized list of balances for each A/R A detailed list of customers by user - specified North American Industrial Classification Code (NAICS) A summarized list of accounts by user - specified North American Industrial Classification Code (NAICS) A detailed list of notice -exempt accounts A list of all customers and the total number of units set up on the Services tab in the Basic Multipliers grid A list of customers who have made payment arrangements A detailed list of outstanding tasks assigned A list of all point of sale suppliers and their inventories Service by Revenue Code & Meter Size A list of customers by meter size and service code Single A/R Detail Single A/R Summary Tax Exempt Customer Listing A detailed list of all customer balances A summarized list of all A/R balances A list of tax-exempt accounts City of Huntington Beach 56 HB -21 7- Item 5. - 179 Unbilled Accounts Report Water Service Entrance A list of accounts that have not received a bill for the selected billing month A list of customers who have water service entrance information attached to the Equipment tab EBT Reports Enrollment Report A detailed list of deregulated customers, their billing method, and their supplier Supplier Consumption Report A list of customers by supplier and consumption Electric Inventory Reports Electric Meter by Account A detailed list of electric meters Electric Meter by Cycle A detailed list of electric meters by cycle Electric Meter by Meter Type A detailed list of electric meters by meter type Electric Meter by Sub Group A detailed list of electric meters by sub- group Electric Meter by Test Year A detailed list of electric meters by test year Electric Meter Inactive A detailed list of electric meters that have never been attached to a service address Electric Meter Reverification A detailed list of electric meters by reverification year Meter Change Listing A detailed list of accounts that have had a meter change Forms ON of Huntington Beach 57 Item 5. - 180 xB -218- Aged Arrears Listmg - Detail Aged Arrears Listmg Summary ADVANCED UT LITY SY*TO!"$ A detailed list of customers with a current A/R balance Assigns the amounts to 30, 60, or 90 days aged arrears columns A summarized list of customers with a current A/R balance and 30, 60, and 90 aged arrears total Pre -authorized Payment Plan Report A list of all customers on an equalized payment plan, their credit or debit positron, number of payments remaining until reconciliation, and a suggested increase or decrease in plan amount Unbilled Revenue Report Annual Unbilled Revenue Report Monthly Gas Inventory Reports Gas Meter by Account Gas Meter by Meter Type Gas Meter by Reverificatron Year Gas Meter by Sub Group Gas Meter by Test Year Gas Meter Inactive A list by cycle of estimated unbilled revenue at the end of the year, A summarized list of estimated consumption and revenue that has not yet been billed at a month end This report estimates billing from the previous read date up to the date criteria specified on the form A detailed list of gas meters by account number A detailed list of gas meters by meter type A detailed list of gas meters by reverificatron year A detailed list of gas meters by sub- group A detailed list of gas meters by test year A detailed list of gas meters that have never been attached to a service address City of Huntington Beach 58 HB -21 9- Item 5. - 181 G/L Reports G/L Element Daily Detail G/L Element Monthly Detail G/L Element Monthly Summary G/L Element Yearly Detail G/L Element Yearly Summary Multiple Company Transaction Code Transaction Code Listing Transaction Daily Detail Transaction Daily Summary Transaction Monthly Detail Transaction Monthly Summary Transaction Yearly Summary Instrument Transformer Reports Current Transformer by Type Current Transformer Listing ADVANCED W Y* L I T Y S Y S T ENS A detailed, daily list of all G/L element transactions A detailed, monthly list of all G/L element transactions broken down by day A monthly, summarized list of all G/L transactions A detailed list of all G/L element transactions for the year A yearly, summarized list of all G/L transactions A reference list of all transaction codes by company in a multi -company environment A reference list of all transaction codes in CIS Infinity A detailed list of daily transactions by transaction code A summarized list of daily transactions A detailed list of monthly transactions A summarized list of monthly transactions A summarized list of yearly transactions A detailed list of current transformers by type A detailed list of current transformers ON of Huntington Beach 59 Item 5. - 182 xB -220- ADVANCED Installation History Listing Installation Inspection Listing Potential Transformer Listing Potential Transformer by Type Primary Metering Unit Listing LIEAP Reports A detailed list of installations attached to an account number A detailed list of installation inspections A detailed list of potential transformers A detailed list of potential transformers by type A detailed list of primary metering units (PMU) LIEAP Customers A list of all customers on a Low Income Energy Assistance Program (LIEAP) payment plan with the customer's current A/R balance LIEAP Customers with a Credit Balance A list of all customers on a Low Income Energy Assistance Program (LIEAP) payment plan in a credit positron Payment Plan Reports Pre -authorized Payment List with A/R A list of all customers on a selected Balance payment plan and their current A/R balance Propane Tank Inventory Reports Active Propane Tanks Inactive Propane Tanks Propane Tanks by Route Propane Tanks by Type A detailed list of propane tanks attached to accounts A detailed list of propane tanks that have never been attached to a service address A detailed list of propane tanks by delivery route A detailed list of propane tanks by type City of Huntington Beach 60 HB -221- Item 5. - 183 ADVANCED Service Order Reports Service Order Cancelled Service Order Completed Service Order Pending Service Order Printed A detailed list of cancelled service orders A detailed list of completed service orders A detailed list of pending service orders A detailed list of printed service orders Supplier Reports Customer Supplier Report A list of deregulated customers with a supplier Street/Sentinel Light Reports Street Light Listing A list of active street lights Transformer Reports Inactive Transformers A detailed list of distribution transformers that are not attached to a location Transformers by Location A detailed list of distribution transformers that have been attached to a location Transformer by Type A detailed list of types of distribution transformers that have been attached to a location Water Heater Reports Active Water Heaters Inactive Water Heaters A detailed list of water heaters attached to an account A detailed list of water heaters that have never been attached to a service address ON of Huntington Beach Item 5. - 184 HB -222- 61 ADVANCED Water Meter by Account A detailed list of water meters by account Water Meter by Cycle A detailed list of water meters by cycle Water Meter by Meter Type A detailed list of water meters by meter type Water Meter by Remote Type A detailed list of water meters by remote type Water Meter by Sub Group A detailed list of water meters by sub- group Water Meter by Test Year A detailed list of water meters by test year Water Heaters by Type A detailed list of water heaters by type Water Meter Inactive A detailed list of water meters that are not attached to a service address Water Inventory Reports Meter Change Listing A detailed list of accounts that have had a meter change 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? As part of the CIS Infinity implementation, technical training will be provided Most of our clients maintain CIS Infinity by utilizing existing IT personnel that are currently on staff The technical environment for CIS Infinity is consistent with the City's IT standards (Microsoft) There are no in-depth application specific skills needed to maintain CIS Infinity In conjunction with the Advanced support team, a corporate IT Administrator at the City would have the necessary skills to support CIS Infinity City of Huntington Beach 62 HB -2203- Item 5. - 185 ADVANCED arY*LIYY *Y!IVE S 5.0 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 done; the ability to deliver on time; and the business partners and capabilities of those who will perform the work. No third -party product is required to compensate for functionality that is absent in the solution ON of Huntington Beach 63 Item 5. - 186 xB -224- ADVANCED UT*LF'rY TIE HS 6®0 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. The Advanced implementation process is designed to deliver the best solution within the most appropriate time -frame Flexible enough for any deployment, the methodology ensures that Advanced thoroughly identifies and integrates the City's requirements based on your particular business objectives, required user experience and success criteria Advanced staff will work both on -site and through remote access to the City's system Staff is onsite at key points in the implementation based on a schedule approved by the client, usually for 4-5 days at a time During those visits, Advanced staff would work closely with the staff at the City to perform activities specific to completion of milestones identified in the project schedule The Advanced implementation methodology utilizes a phased approach and consists of the following key phases Phase 1 — Project Initiation More than simply marking the beginning of the implementation effort, the Project Initiation phase lays the groundwork for the entire deployment - with each of its tasks, work products, and milestones geared toward ensuring a smooth rollout The Advanced PM will work with the City's Project Manager and staff to organize project information for the joint preparation of the Project Schedule The Advanced PM will be onsite to organize and present all of the information required to start the project and will, at a mummum, address the following areas • Project Schedule, including but not limited to the, Communication Plan, Risk Plan, Change Management Plan, Training Plan and Test Plan • CIS Infinity server software installation and desktop installation rollout • Training Course Syllabus for Core Team, Technical Team, and End User Training (part of the Training Plan) • CustomerWise set-up and overview • Access to CIS Infinity Entity Relationship Diagram and Data Dictionary • Project Team Contact List which includes users that need access to CustomerWise • Overview of the operations of CIS Infinity via WebEx or similar media Functional and Data Conversion Discovery agendas delivery and review City of Huntington Beach 64 xB -225- Item 5. - 187 ADVANCED uTI LI TY SYES T EMS The Advanced PM is the primary PM The Advanced PM will operate the daily activities of the project and work in conjunction with the City's Project Manager and staff to ensure effective management of staff resourcing, forward planning initiatives and day-to-day project deliveries IL Conduct Project Kickoff Meeting „� ,� � �'vv' ,, .r�,` Initial Project Schedule, including but not limited to &L , T the, Communication Plan, Risk Management Plan, s> Change Management Plan, Training Plan and Test r, MR- � Plan Software Installation, Installation Training and r» > M r F Installation Report ° Training Course Syllabus CustomerWise Overview Phase 2 — Functional and Data Conversion Discovery Analysis Advanced will review the detailed data and business, requirements of the City This analysis will provide an association between the City's business practices and the required CIS Infinity configuration The Functional and Data Conversion Discovery Analysis phase will be led by Advanced and broken out into functional and data conversion workshops The workshops review the functional and data conversion areas of the system and are the basis for how Advanced will configure, and convert all of the required business functions, business logic and data in the system Prior to beginning both Functional and Data Discovery, Advanced will provide Overview training to the City's core team Prior to the start of the Functional and Data Conversion Discovery Analysis phase, the City will gather the following information in preparation for the sessions, if documentation is available • All rate tariffs and system generated fees • Chart of Accounts for GL/AP interfacing • Meter Reading process flow, vendor and file layout • All required service order information • File layouts for all required interfaces • Sample of current bill prints, notices, door hangers and letters ON of Huntington Beach 65 Item 5. - 188 HB -226- slaczamlam • All payment types received and any associated payment information • Process flows of penalties, collections, disconnections, bankruptcy and write offs • Process flows of move in, move out process • Billing process flow • All Daily, weekly, Month End and Year End Report Requirements Functional Discovery Analysis Workshops Advanced will conduct onsite Functional Discovery Analysis Workshops These workshops will be led by Advanced to appropriately review and confirm all required information for the areas listed below Advanced with the City will identify the necessary City staff needed to attend these workshops two to four weeks in advance Reports and Bill Print discoveries will be separate from the main functional discovery workshops and will be conducted at a time indicated in the Project Schedule Advanced will create a Functional Discovery Document that will include, at a minimum, the following areas 1. Foundation Review of all of the basic system set up areas and logical business rules including but not limited to account types, services, account number structure and customer number structure 2. Customer Information Review of addresses and phone numbers, lookups and address and occupancy types 3. Meters and Meter Inventory Review of meter types, meter inventory process and controls, manufacturers, units and other pertinent meter information 4. Billing Review of the entire meter reading to billing process with a review of all processing and exceptions reporting 5. Rates Review of the rate tariff and functional requirements for setting up rates, seasonal rates, temporary rates, proration, taxes and any rate rebates or discounts 6. Cashiering Review of all payment types, interfaces, automated clearing house, endorsements, receipts and unapphed payments processing City of Huntington Beach 66 xB -227- Item 5. - 189 ADVANCED WTI LiTY SYST EMS 7. Collections Review of all collections procedures, payment arrangements, exemptions, penalties, notices, disconnections, agency, add to tax/hens, tax certification, bankruptcy and write-off processes including all applicable fees 8. Move in Move Out Review of the process flow and all applicable setups, fees and follow up processes with the move in move out process 9. Accounting Review of General Ledger Setup and chart of accounts for GL/AP processing and refunds processing Review of Year and month end closing including reporting requirements 10. Service Orders Review of requirements for full service order processing and follow up actions control • Functional Discovery Workshop Functional Discovery Document Data Conversion Analysis Workshop In addition to Functional Discovery Analysis Workshops, Advanced will conduct a remote Data Conversion Discovery Analysis Workshop From this workshop Advanced will produce a Data Conversion Plan The data conversion analysis workshop will be led by Advanced to appropriately review and confirm all required information for these areas Advanced will identify the City's staff needed to attend these workshops two weeks in advance Advanced will work with the City to determine how to convert the existing legacy data into CIS Infinity A full explanation of the process and definition of standard data validation parameters, as well as any site -specific data validation parameters will be reviewed and adopted Data validation criteria and a data map are presented and reviewed Jointly by Advanced and the City The Data Conversion Plan will include the data mapping document and data validation parameters ���'`,� • Data Conversion Workshop • Data Conversion Plan ON of Huntington Beach 67 Item 5. - 190 xB -228- ADVANCED WTI LiTk SY%Te#4S Phase 3 - Interface/Modification Discovery & Specification Advanced will conduct a remote Interface/Modification Discovery Analysis Workshop Advanced will provide a Discovery Agenda and identify necessary City staff needed to attend this workshop two weeks in advance Advanced will review with the City all interfaces and modifications identified in Task 2, to be programmed in CIS Infinity Advanced will review the specification process and map out the tnnehne required to complete the specifications, coding, Q/A, deployment, and testing Below are the minimum topics that will be covered • Data source(s) identification, obtain data dictionaries, table relationships, etc • Method of moving the data between databases, including the format the data might be in, during the move (e g , XML, ASCII, staging tables, DTS, etc ) • Direction of dataflow and frequency of data exchange • Data validation efforts needed, if any • Error handling • Document data mapping from one database to another • Requirements analysis Advanced will produce a Functional Specification Document and Technical Specification Document for review and acceptance by the City Each specification will outline the following • Document Overview • Revision History • Functional/Technical (as appropriate) Summary • Process Overview • Functional/Technical (as appropriate) Modification • Impact to System Operation • Questions Advanced will conduct a review of the documentation with the City remotely to make any changes to the specifications Interface and Modification Discovery Agenda \\„ Interface/Modification Discovery Workshop \\ Functional Specification Document Technical Specification Document City of Huntington Beach 68 HB -229- Item 5. - 191 ADVANCED V'r I L I I T SYST C M S Phase 4 — Other Discoveries Reports Discovery Advanced will conduct a remote Reports Discovery Workshop to review the City's CIS Infinity reporting requirements The discussion will include searches, querying, and a review of CIS Infinity's standard reports Advanced will outline all the required base reports including but not hnuted to auditor's, rates, revenue, and cash reports in a Reporting Matrix Any required report that does not have a standard report match is considered a custom report and the City will need to provide the logic to complete these reports A custom report that has not identified as part this SOW will be considered out of scope and will follow the Change Order process This section only covers reports driven out of CIS Infinity and does not cover reports required from 3rd party vendors' software '. i • Reports Discovery Bill Print Discovery Advanced will conduct a remote Bill Print Discovery Workshop This workshop will be led by Advanced to review of all bill print types/notices/receipts If the City outsources it bill print to a third party vendor, Advanced will replicate the third party vendor's layout for the bill print, so that the City can re -print these documents in house if desired Advanced will produce a Bill Print Specification for review and acceptance by the City If the City prints its bills in-house, Advanced will deliver bill print specifications based on the requirements identified during the discovery Advanced will produce a Bill Print Specification for review and acceptance by the City ,� Y Bill Print Discovery Workshop etive�r . Bill Print Specifications ON of Huntington Beach 69 Item 5. - 192 xB -230- GIDENZaam Infinity.Mobile Discovery* Advanced will conduct a remote Infinity Mobile Discovery Workshop This workshop will be led by Advanced and will review the City's mobile service order requirements including a detailed review of the City's business rules and technical environment Prior to the start of the Infinity Mobile workshop, the City will complete the Infinity Mobile Checklist provided by Advanced Advanced will create an Infinity Mobile Discovery Document that will include the Technical Checklist *Tbus product is optional y4\ \ Infinity Mobile Discovery Workshop • Infinity Mobile Checklist • Infinity Mobile Discovery Document Infinity.Lmk Discovery Advanced will conduct a remote Infinity Link Discovery Workshop This workshop will be led by Advanced and will review the City's Infinity Link customer web requirements including a detailed review of the City's business rules and technical environment Prior to the start of the Infinity Link technical workshop, the City will complete the Infinity Link Checklist provided by Advanced Advanced will create an Infinity Link Discovery Document that will include the Technical Checklist \\ Infimity Link Discovery Workshop i Infinity Link Technical Checklist 011 ; p ��� \\ ' , C Infinity Link Discovery Document Phase 5 — Configuration and Conversion Initial Configuration and Conversion The City will provide a data extract to Advanced that will be loaded into a development database located at Advanced's office Advanced will convert the City's data so that it can be loaded into CIS Infinity Configuration and conversion are tightly integrated in CIS Infinity Advanced will create validated mapping that ties existing customers" rates to their accounts Advanced will develop a conversion routine to reflect the requirements of the City Advanced's Conversion Specialist will prepare the Initial Data Conversion and Configuration to be delivered and loaded onsite The results for the Data Validation parameters specified in the Data Conversion Plan will be included for review by the City City of Huntington Beach 70 HB -231 _ Item 5. - 193 ADVANCED U74 LITY SYST EP46 Advanced will assist the City in identifying Baseline Accounts (approximately 150) which are a representative cross section of the City's customers (e g , rates, customer type etc ) The baseline accounts will be used to test both the validity of the converted data and that the configuration begins to conform to the Functional Discovery document The City will provide results from testing through the Customer Wise tool which tracks all anomalies PIP ' Initial Data Conversion Load W ` Identification of Baseline Accounts \\ ;w • Data Validation Results Initial Configuration Rollout Subsequent Data Refreshes Advanced will conduct a series of data refreshes (minimum of 5, including Go Live), until the data conversion and configuration are Go Live ready ` r ys Data Refreshes D rabl" Data Validations Phase 6 — Core Team Training The City's core functional and core technical teams will be trained by Advanced to use CIS Infinity prior to starting functional testing CIS Infuuty Core Team Training covers all of the major system components A full training syllabus is provided in the Training Plan Training will show all aspects of CIS Infuuty functions Training will accommodate up to 10 participants During training sessions, the City will document any potentially new processes Any system bugs, set up issues, conversion issues and deficiencies shall be entered in CustomerWise by the City Advanced will assist the City with this process to ensure all items are documented through CustomerWise Deficiencies can be entered into CustomerWise by the City's testers or Advanced testers, any users who are given access to the system, and other personnel who may be involved during the Software Testing phases The Advanced PM will be proactive in the resolution of items logged in CustomerWise so as not to interrupt the continuity of testing The Advanced PM will provide responses including analysis and level of effort to fix deficiencies The Advanced PM or designee will document (in detail) any known work -around solutions and communicate these to the City's Project Manager ON of Huntington Beach 71 Item 5. - 194 xB -232- ADVANCED U 1 4 L!TY s Y I T Zraa Advanced is responsible for fully testing and correcting any deficiencies found during training New builds that result from training deficiencies will be data validated by Advanced CustomerWise Training for software issue entry and tracking I .;, Standard Training Documentation 4, iI Completion of onsite Instructor -Led Core Team Training Phase 7— Reports Development and Delivery Reports identified as required by the City in the Reports Discovery phase will be documented by Advanced using a Reporting Matrix The Reporting Matrix will match the CIS Infinity standard report names to each required report Custom reports are also documented in the Reporting Matrix A specification/mockup will be created for review and acceptance by the City Custom reports to be developed and delivered by Advanced, once sign off on specifications has taken place Ow 0 `\ ' �\ Reporting Matrix s' iv re Custom Reports Specification, Development & F, Delivery (if applicable) Phase 8 — Interface/Modification Delivery Once the interface/modification has been developed by Advanced and successfully compiled, the City will be notified that the interface/modification is ready to be released and applied to the City's test environment through an executable or build Advanced will roll out the modifications into the City's test environment remotely Advanced will ensure that all Advanced development work is put through our QA process Deployment and Rollout of Modifications and ` Interfaces over the period of Integration Testing cycles Phase 9 — Software Testing Advanced will support all software testing through a combination of onsite support, remote support and WebEx online support Validated testing criteria will be used to determine if the testing phase is complete and the system is ready for the next cycle of testing The Advanced PM will provide the City with generic test scripts Modification of test scripts to match the City's specific business scenarios is the responsibility of the City From the test scripts the City will create an ITC Plan (Integration Testing Cycle), and User Acceptance Test (UAT) Plan At the start of each test cycle, a full data conversion using a fresh data extract will be performed to exercise the data conversion process and to update any required data City of Huntington Beach 72 xs -233- Item 5. - 195 ADVANCED UTILITY SYSTEMS fixes that are found through testing With each data conversion Advanced will provide and the City will verify all balancing metrics that were agreed upon in the Data Conversion Discovery Deficiencies found during the Software Testing Phase will be entered into CustomerWise for the correction of configuration, data conversion and/or system deficiencies Deficiencies will be entered into CustomerWise by the City CustomerWise maintains a history of analysis and problem resolution CustomerWise will be managed and maintained by the Advanced PM and will be reviewed in accordance with the Issue Management process with both Advanced and the City's staff to ensure the issues are being actively worked and tested The Advanced PM will be proactive in the resolution of items logged in CustomerWise so that they will be resolved within a timely manner The Advanced PM or designate will document (in detail) any known work around solutions and communicate it to the City's Project Manager Advanced will provide a technical point of contact during all testing phases, Advanced will provide responses that include justification and mitigation plans where applicable The software testing phase is spilt into the following three test cycles 1. Functional Testing Functional testing will utilize the baseline accounts to confirm that the data conversion and basic functions in the system are working as expected Individual accounts will be reviewed and will run through a full meter to cash process In the review of these individual accounts, the City will be tasked with testing each rate element in the system and completing a rates testing matrix to confirm that the billing process works prior to starting a cycle billing process This rate testing will be done against a series of baseline accounts and will look at each rate scenario and all of the associated proration activities that can affect a rate calculation Functional Testing is modular and does not test the system end -to -end Functional Testing Deliverables • Functional Test Data Conversion Load 41 Rates Testing Matrix 2. Integrated Testing Cycle (ITC) ITC will utilize generic testing scripts and system scenarios to confirm that the data conversion and system processes are functioning as expected ITC is broken down into two sub -phases • ITC1 is intended to exercise full scale testing of the system for meter reading, bill calculation, bill print, cash collections and collections processing This will also involve testing the customer service functions within the system for items such as Move In and Move Out and service order processing ON of Huntington Beach 73 Item 5. - 196 HB -234- ADVANCED UT 6t'YY SY!tTENS • ITC2 emulates the same process with a refreshed data conversion set and any configuration changes that have been made to the system Prior to the start of ITC2, another full rollout of data conversion and configuration review is performed onsite or remotely to ensure additional knowledge transfer to the City on how CIS Infinity is configured to meet the City's business needs Once the rollout is complete, testing of the system through ITC2 will commence to ensure that all system processes are performing as expected Both ITC1 and ITC2 will have mutually agreed -upon performance and accuracy metrics and criteria to ensure the system is matching the expected results These performance and accuracy metrics will be presented for approval to the City's Project Manager for adoption prior to starting User Acceptance Testing ITC2 will incorporate testing of interfaces and modifications Integration Testing Deliverables IN",y" " Integration Test Scripts . ITO Data Conversion Load wo14\� • ITO Test Plan Outline ;�00* �11 3. User Acceptance Testing (UAT) • ITO Acceptance Criteria • ITO Plan Completion and Signoff • ITC2 Data Conversion Load • ITC2 Test Plan Outline • ITC2 Acceptance Criteria • ITC2 Plan Completion and Signoff The final phase of testing is UAT and starts with a code freeze Only critical path items will be altered during this phase as agreed upon by both parties after analyzing the risk of introducing these changes Once complete, the UAT constitutes acceptance of the system as ready for Go Live In combination with staff training readiness and organization readiness, the UAT and its acceptance help to drive the Go/No Go criteria that lock down the live date of the software Advanced will coordinate with the City to select the integration test scripts that will be used during UAT User Acceptance Testing Deliverables \\ ; e; lo UAT Data Conversion Load • UAT Test Plan Outline O • UAT Acceptance Criteria 11 o UAT Plan Completion and Sign Off The Advanced PM will work with the City to ensure that test results for each testing phase provide evidence that CIS Infinity capabilities have been properly integrated and tested in the City's test environment Advanced will work with the City to support performance tests City of Huntington Beach 74 xB -235- Item 5. - 197 ADVANCED WTI L i T Y * Y* T E M S Phase 10 — End User Training Advanced will provide CIS Infinity End User training to the City to secure a working knowledge of CIS Infinity As part of the Training Plan, Advanced will work with the City to jointly create the appropriate Training Matrices (part of the Training Plan) that will identify classes and the Advanced and City staff attendance needs Each End User training session will have an attendance sheet that matches the End User training schedule Once each session is complete, the City will sign -off on a Training Session Sign -off Form signifying that the training session has been completed Completion of onsrte Instructor Led End User Training Training Session Sign -off Phase 11 — Go/No Go Criteria Advanced will initiate a process of gauging system readiness that will be measured using jomtly-defined Go/No Go Criteria by Advanced and the City to determine if CIS Infinity is prepared for use in a production environment The criteria will be agreed to by the City's Project Manager and documented by Advanced in the Go/No Go Criteria List The following will be part of the process • Review system readiness • Review staff readiness • Review organization readiness • Go/No Go Criteria List • Review, Sign -off and Authorization Phase 12 — Transition to Live The Advanced PM will develop a Cutover Plan that details the steps and responsibilities for Advanced and the City to transition CIS Infinity to the City's production (live) environment The Cutover Plan will include but not be hnuted to the following items • Full emergency contact information • Detailed steps and communications of when data extract is obtained and data conversion is returned • Ordered steps for ensuring balancing of the system • Determination of whether a test system is refreshed at the same time as production for any required process testing • Post-cutover test plan and checklist ON of Huntington Beach 75 Item 5. - 198 xB -2;b- ADVANCED UTILITY STMIT ItMS • Criteria that determine when the system will be turned over to end user staff • A formal release that documents that the system has been handed to the City in full balance The transition to live will have a new data conversion in which the data validation parameters, bill codes, rate mapping and transaction codes will all be approved by the City and the Advanced PM The cutover to live will occur over a weekend and will be coordinated by the Advanced PM and the City's staff Phase 13 — Post Go Live Advanced will assist the City throughout the post live implementation phase to identify and respond to any needs and concerns During the Post Go Live period, Advanced will supply, as per the agreement, a combination of onsite, remote, and WebEx online support to ensure a smooth transition to support During this phase of the project, the following items will be supplied to the City • Weekly PM and technical staff meetings to review all high -priority items • Combination of onsite and remote customer support • Full transition to support Audit (internal to Advanced) • Introduction and transition to Support Throughout the Post Go Live period, the Advanced PM will continue to act as primary resource for all issues Upon completion of the Post live support period, the City will transition to the Advanced's Customer Service and Support Department as per the Support and Maintenance agreement a =za af��Fh r�',o�` `� Completion of Post Go Live Support Veliverables y - - Transition to Support City of Huntington Beach 76 HB -237- Item 5. - 199 ADVANCED u T 1 L I T Y S Y ST E #4 6 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. Advanced is proposing a 12 month plus 3 month post live implementation for the City The following implementation schedule for CIS Infinity includes key phases, activities and tasks The proposed tumehne is based on our experience with organizations that are of similar size and scope to the City as well as industry best practices Dates are for illustrative purposes only Advanced would work with the City to create a mutually agreed upon timeframe and finalize a project plan ON of Huntington Beach 77 Item 5. - 200 HB -238- ID �WBS ITask [Name 1 1 2 11 3 i111 4 1112 _5......... i 1 1 3 6 il 1.4 7 1115 S 1116 9 117 101118 11 {119 12 '1110 131111 14 '•1112 __.15 11 1.1.3 16 J 114 w 17 1.2 18 '1.2 1 ra 19 �122 20 : 1 2 3 21 1124 22 1 2.5 23 126 --24 11.3 CIS Infinity Client 1.1 Project Planning Confirm Hardware Delivery Develop Draft Project Schedule Develop Draft Communication Plan Develop Draft Change Order Process Develop Draft Change Management Plan Develop Draft Test Plan Develop Draft Training Plan Develop Draft Risk Plan Develop sample Weekly Team Meeting Develop sample Weekly Status Report Develop sample Monthly Invoice Develop sample Monthly Project Progress Summary Develop sample quarterly Sponsor Review Internal Project Team Kick-off 1.2 Status Reports Process Customer Wise tickets Weekly Team Meeting Weekly Status Report Monthly Invoice Monthly Resourcing Monthly Project Progress Summary 1.3 quarterly Sponsor Review Protect Pro Forma Project Plan g Date Thu 10/9/14 Task Split Milestone Summary Project Summary External Tasks External Milestone Trips Work Duration Start 'Finish Predecessor liesource Names No 3(7'14 S M ! T _ . 50 6,130 hrs 339.25 days Mon 1/5/15 Fri 5/20/16 0 120 hrs 10 days Mon 1/5/15 Fri 1/16/15 0 1 hr 0.13 days Mon 1/5/15 Mon 1/5/15 PM 0 80 hrs 10 days Mon 1/5/15 Fri 1/16/15 PM 0 1 hr 0 13 days Fri 1/16/15 Fri 1/16/15 4FF PM 0 1 hr 0 13 days Fri 1/16/15 Fri 1/16/15 4FF PM 0 1 hr 0 13 days Fri 1/16/15 Fri 1/16/15 4FF IPM 0 1 hr 0 13 days Fri 1/16/15 Fri 1/16/15 4FF PM 0 1 hr 0 13 days Fri 1/16/15 Fri 1/16/15 4FF PM 0 1 hr 0 13 days Fri 1/16/15 Fri 1116/15 4FF PM 0 1 hr 0 13 days Fri 1/16/15 Fri 1/16/15 4FF PM 0 1 hr 0 13 days Fri 1/16/15 Fri 1/16/15 4FF PM 0 1 hr 0 13 days Fri 1/16/15 Fri 1/16/15 4FF IPM 0 1 hr 0 13 days Fri 1/16/15 Fri 1/16/15 4FF PM 0 1 hr 0 13 days Fri 1/16/15 Fri 1/16/15 4FF PM 0 28 hrs 0.89 days Fri 1/16/15 Fri 1/16/15 4FF APP 4 492 hrs 25 days Mon 1/5/15 Mon 2/9/15 0 200 hrs 25 days Mon 1/5/15 Mon 2/9/15 PM 4 110 hrs 13 75 days Wed 1/21/15 Mon 2/9/15 18FF PM 0 62 hrs 7 75 days Thu 1/29/15 Mon 2/9/15 18FF PM 0 40 hrs 5 days Tue 2/3/15 Mon 2/9/15 18FF PM 0 40 hrs 5 days Tue 2/3/15 Mon 2/9/15 18FF PM 0 40 hrs 5 days Tue 2/3/15 Mon 2/9/15 18FF PM 0 8 hrs 1 day Mon 2/9/15 Mon 2/9/15 Inactive Task , .. , .. , ...1.1... , a , Inactive Milestone Inactive Summary Start -only Finish -only Deadline Manual Task &. & Progress Duration -only Manual Progress Manual Summary Rollup Manual Summary N c� Page 1 r+ �WBS ?5 1131 Quarterly Sponsor Review 0 ' 26 111.4 3.1 Project Initiation 2 V 1141 Conduct Project Kick-off meeting 2 28 1142 Deliver Draft Project Schedule 0 29 J14.3 Deliver Draft Communication Plan 0 30 1144 Deliver Draft Risk Plan 0 31 1145 Deliver Draft Change Management Plan 0 32 11 4 6 Deliver Draft Training Plan 0 33 147 Deliver Draft Test Plan 0 34 148 Deliver Draft Change Order Process 0 35 !14 9 Deliver Report matrix template 0 { 36 1410 Deliver Training Course Syllabus 0 i 37 11411 Deliver Customerwise Overview 0 38 '1 4 12 Give Access to the Data Dictionary 0 39 11413 Give Access to the Entity Relationship 0 Diagrams W 40 1414 Deliver Project Team Contact List 0 i� 41 11415 Deliver Functional and Data Conversion 0 ................... Discovery agendas and review 42 i14 16 Deliver CIS Infinity System Overview (remote) 0 43 '1.4.17 44 11.4171 45 114 17 i ask Name 8 hrs 112 hrs 52 hrs 2 hrs 2 hrs 2 hrs 2 hrs 2 hrs 2 'hrs 2 hrs 2 hrs 2 hrs 2 hrs 1 hr 1 hr 1 hr 1 hr 4 hrs Puration i 1 day 3.5 days 3 25 days 0 25 days 0 25 days 0 25 days 0 25 days 0 25 days 0 25 days 0 25 days 0 25 days 0 25 days 0 25 days 0 13 days 0 13 days Mon 2/9/15 Mon 2/9/15 17FF PM Tue 12/23/14 Tue 12/30/14 Thu 2/12/15 Wed 2/18/15 2FS+17 day PM,APP Wed 2/18/15 Wed 2/18/15 27FF PM Wed 2/18/15 Wed 2/18/15 27FF PM Wed 2/18/15 Wed 2/18/15 27FF PM Wed 2/18/15 Wed 2/18/15 27FF PM Wed 2/18/15 Wed 2/18/15 27FF PM Wed 2/18/15 Wed 2/18/15 27FF PM Wed 2/18/15 Wed 2/18/15 27FF PM Wed 2/18/15 Wed 2/18/15 27FF PM Wed 2/18/15 Wed 2/18/15 27FF PM Wed 2/18/15 Wed 2/18/15 27FF PM Wed 2/18/15 Wed 2/18/15 27FF PM Wed 2/1.8/15 Wed 2/18/15 27FF PM 0 13 days Wed 2/18/15 Wed 2/18/15 27FF PM 0 13 days Wed 2/18/15 Wed 2/18/15 27FF PM 0 5 days Fri 2/13/15 Fri 2/13/15 27SS+1 Trainer day Software Installation of CIS Infinity 0 32 hrs 20.5 days Tue 1/20/15 Wed 2/18/15 ADV - Install/Config Database Server 0 20 hrs 2.5 days Tue 1/20/15 Thu 1/22/15 2 Installer In-house DB ADV - Install/Config Database Server 0 4 hrs 0 5 days �Tue 2/17/15 Tue 2/17/15 27SS+2 day Installer D Task Inactive Task _ Start -only L Split .. , , , , , .. Inactive Milestone Finish -only J Milestone Inactive Summary I Deadline 4- Project Pro Forma Project Plan 6 Summary Manual Task Progress Date Thu 10/9/14 Project Summary 11 1 Duration -only Manual Progress External Tasks Manual Summary Rollup External Milestone V Manual Summary '14 Page 2 ❑ 'WBS (Task Name —46 14.17.3 ADV - Install/Config Application Server 0 47 !14 17 4 ADV - Install Desktop Application (1-2 0 machines) 48 14 17 5 ADV - Installation Training (Server & 0 _ ' Desktops) 49 14 17 E ADV - Deliver Installation Report 0 50 114 17 r Client - Sign -off on Installation 0 51 i14.17 f Client -Complete Installation of Desktops 0 52 !1.5 3.2.1 Functional Discovery Analysis Workshops 9 53 I15 1 ADV - Deliver Discovery Agenda 0 54 :1.5.2 Functional Discovery Workshop Week 1 3 1 (Onsite) 55 �1 5 2 1 Foundation Workshop 3 56 1 5 2 2 Customer Information Workshop 0 57_ ;1 5 2 3 Move In - Move Out Workshop 0 x 58 j1 5 2 4 Cashiering and Inquiry Workshop 0 tc 59 11525 General review 0 i 60 !1.5.3 Functional Discovery Workshop Week 2 3 (Onsite) 61 '15 3 1 Billing Rates Workshop 3 62 '1 5 3 2 Cashiering Workshop 0 63 15 3 3 Accounting Workshop 0 64 11534 Meters and Meter Inventory Workshop 0 65 15 3.5 General review 0 Task Split Milestone Project Pro Forma Project Plan Summary Date Thu 10/9/14 Project Summary External Tasks v' External Milestone Work 'Duration Start (Finish Predecessor,Pesource 1Names _ 4 hrs _ 0 5 days _ Tue 2/17/15 _ Tue 2/17/15 45FF _ Installer A 2 hrs 0 25 days Tue 2/17/15 Tue 2/17/15 45FF Installer APP 1 hr 0 13 days Tue 2/17/15 Tue 2/17/15 45FF Installer APP 1 hr 0 13 days Tue 2/17/15 Tue 2/17/15 45FF Installer AI 0 hrs 0 days Tue 2/17/15 Tue 2/17/15 48 0 hrs 1 day Tue 2/17/15 Wed 2/18/15 48 600 hrs 81 days Wed 2/18/15 Tue 6/16/15 43 2 hrs 0 25 days Wed 2/18/15 Wed 2/18/15 26FF APP Con 120 hrs 3 days Thu 3/19/15 Mon 3/23/15 198FS+12 days 24 hrs 1 day Thu 3/19/15 Thu 3/19/15 APP Conj 24 hrs 1 day Fri 3/20/15 Fri 3/20/15 55 APP Conj 24 hrs 1 day Mon 3/23/15 Mon 3/23/15 56 APP Conj 24 hrs 1 day Mon 3/23/15 Mon 3/23/15 57FF APP Conj 24 hrs 1 day Mon 3/23/15 Mon 3/23/15 58FF APP Conj 120 hrs 3 days Wed 4/1/15 Mon 4/6/15 54FS+6 days 24 hrs 1 day Wed 4/1/15 Wed 4/1/15 APP Conj 24 hrs 1 day Thu 4/2/15 Thu 4/2/15 61 APP Conj 24 hrs 1 day Mon 4/6/15 Mon 4/6/15 62 APP Conj 24 hrs 1 day Mon 4/6/15 Mon 4/6/15 63FF APP Conj 24 hrs 1 day Mon 4/6/15 Mon 4/6/15 64FF APP Conj W Inactive Task Start -only L , E , . , .. , E _ , x I Inactive Milestone Finish -only -� Inactive Summary g Deadline Manual Task & Progress Duration -only Manual Progress �- Manual Summary Rollup - Manual Summary Nov 30.'14 N W Page 3 iWBS Task Name v' 36 i1.5.4 Functional Discovery Workshop Week 3 ' (Onsite) pi7 !15 4 1 Service Orders Workshop 58 415 4 2 Collections Workshop 69 '15.4 3 Reports, Notices and Letters Workshop 70 J 5 4 4 General review 71 11.5.5 Discovery Workshop finalization 72 15 5 1 ADV - Update Discovery Document 73 15 5 2 ADV - Delivery Functional Discovery _ 74 155.3 Document Client - Review Functional Discovery Document 75 ,1554 Client - Provide Comments 76 !1 5 5 5 ADV - Update Functional Discovery Document 77 11556 Client - Sign -Off on Functional Discovery Go Document 78 _ 1.6 3.2.2 Data Conversion Analysis Workshop ra 79 {1 6 1 Client - Deliver initial Extract 80 31 5 2 Client - Deliver Data Dictionary 81 3163 ADV - Legacy Data Assessment 82 164 ADV - Setup Conversion Environment 83 ...._.i1 6 5 ADV - Develop MS Access DS for Data Mapping Exercise 84 '116.6 ADV - Data Conversion Workshop Project Pro Forma Project Plan Date Thu 10/9/14 Task Split Milestone Summary Project Summary External Tasks External Milestone Trips _�.�... Work _ (Duration Start [Finish Predecessor Resource .�....�........ --.._._..�.. Names 3 120 hrs 3 days Thu 4/16/15 Mon 4/20/15 60FS+7 days 3 24 hrs 1 day Thu 4/16/15 Thu 4/16/15 APP Con,T 0 24 hrs 1 day Fri 4/17/15 Fri 4/17/15 67 APP Con,T 0 24 hrs 1 day Mon 4/20/15 Mon 4/20/15 68 APP Con,T+ 0 48 hrs 2 days Fri 4/17/15 Mon 4/20/15 +69FF APP Con,T+ 0 238 hrs 38.5 days Tue 4/21/15 Tue 6/16/15 0 200 hrs 15 days Tue 4/21/15 Mon 5/11/15 66 APP Con,T+ 0 10 hrs 125 days Tue 5/12/15 Wed 5/13/15 72 PM 0 0 hrs 5 days Wed 5/13/15 Thu 5/21/15 73 0 0 hrs 3 75 days Thu 5/21/15 Wed 5/27/15 74 0 28 hrs 3 5 days Thu 5/28/15 rue 6/2/15 75 APP Con 0 0 hrs 10 days Tue 6/2/15 Tue 6/16/15 76 0 128 hrs 81 days Mon 1/5/15 Thu 4/30/15 0 0 hrs 5 days Mon 1/5/15 Fri 1/9/15 0 0 hrs 5 days Mon 1/5/15 Fri 1/9/15 79FF 0 8 hrs 1 day Mon 1/12/15 Mon 1/12/15 80 0 8 hrs 1 day Tue 1/13/15 Tue 1/13/15 81 0 16 hrs 2 days Wed 1/14/15 Thu 1/15/15 82 0 40 hrs 5 days Tue 3/24/15 Mon 3/30/15 54 Inactive Task Inactive Milestone Inactive Summary Manual Task Duration -only Manual Summary Rollup Manual Summary Start -only Finish -only Deadline Progress Manual Progress it J [7 Nov 30. '14 Page 4 ID iWBS k Name Trips#ork Duration Finish Nov 30. '14 85 ! 16 7 86 168 87 ;1 6 9 88 11610 89 31.7 90. 1171 91172 i 92 1 7 3 __ 1 93 174 94 1.75 x 95 1176 td .96 .__._:1 7 7 97 1 7.8 98 1 7 9 99 1 7 10 100 .1 7 11 101 17 12 102 ;1.8 103 11.8.1 1 _ ADV - Update Data Mapping DB 0 ADV - Deliver Data Mapping DB 0 ADV - Deliver Data Conversion Plan 0 Client - Signoff on Data Mapping DB 0 3.3 Interface/Modification Discovery & Specifics ADV - Request necessary files/layout from 0 Client Client - Deliver the Requested files/layouts to 0 ADV ADV - Interface and Modification Discovery 0 Agenda ADV - Interface/Modification Discovery 2 Workshop (Onsite) ADV - Development Functional & Technical 0 Specification ADV - Deliver Functional & Technical 0 Specification Documents Client - Review Specification Documents 0 ADV - Update Specification Documents 0 Client - Signoff on Specifications 0 ADV - Develop Modifications 0 Client - Test Modifications 0 Client - Signoff on Modifications 0 3.4 Reports, Bill Print, Notices and Receipts 1 Reporting 0 Task Split Milestone Project Pro Forma Project Plan Date Thu 10/9/14 Summary Project Summary External Tasks External Milestone 54 hrs 6 75 days Tue 3/31/15 Thu 4/9/15 84 Conversior 1 hr 0 13 days Thu 4/23/15 Thu 4/23/15 85FS+10 dz Conversion 1 hr 0 13 days Thu 4/23/15 Thu 4/23/15 86 Conversior 0 hrs 5 days Fri 4/24/15 Thu 4/30/15 87 750 hrs 155.25 days Tue 4/21/15 Wed 12/9/15 66 1 hr 0 13 days Tue 4/21/15 Tue 4/21/15 Tech Lead 0 hrs 12 5 days Tue 4/21/15 Thu 5/7/15 1 hr 0 13 days Tue 4/21/15 Tue 4/21/15 PM 80 hrs 5 days Tue 4/21/15 Mon 4/27/15 BA,PM 51 hrs 21.25 days Tue 4/28/15 Fri 5/29/15 93 BA[30%1 8 hrs 1 day Fri 5/29/15 Mon 6/1/15 94 BA 0 hrs 12 5 days Mon 6/1/15 Wed 6/17/15 95 10 hrs 4 17 days Wed 6/17/15 Tue 6/23/15 96 BA[30%] 0 hrs 2 5 days Tue 6/23/15 Fri 6/26/15 97 599 hrs 74 88 days Fri 6/26/15 Mon 10/19/1E 98,156FF Develops 0 hrs 80 days Wed 8/12/15 Wed 12/9/15 256FF 0 hrs 0 days Wed 12/9/15 Wed 12/9/15 100 208 hrs 239 days Mon 1/5/15 Wed 12/23/1! 488 hrs 77.21 days Tue 4/21/15 Fri 8/14/15 69 Inactive Task Start -only L , , , , ,, , ,, , , , , Inactive Milestone Finish -only ul • Inactive Summary Deadline Manual Task ° Progress Duration -only .w..; Manual Progress Manual Summary Rollup Manual Summary Page 5 w� CD iWBS 04 1811 p 05 11812 06 J813 107 '1814 108 11815 1 109 11816 110 J817 111 1818 112 J819 113 118 1 1c 114 118111 115_ ,1.8.2 116 1821 x117 :1822 118 148 2 3 119 j 18 2 4 120 1825 121 11.826 122 ;1827 123 �1828 124 11819 125 ;1.8.3 126 '1831 Name TriDs1Work Duration IStart Finish ADV - Review of current reporting 0 8 hrs 0 5 days Tue 4/21/15 Tue 4/21/1.5 Crystal obligations Reports,Pn ADV - Analyze Client Reports 0 22 hrs 2 75 days Tue 4/21/15 Fri 4/24/15 104 Crystal Rer ADV - 3 4 1 Reports Discovery Workshop 0 16 hrs 2 days Wed 6/3/15 Fri 6/5/15 211 Crystal Rer ADV - 3 7 Report matrix template 0 2 hrs 0 25 days Fri 6/5/15 Mon 6/8/15 106 Crystal Rer ADV - 3 7 Custom Reports Specification, 0 0 hrs 0 days Thu 7/9/15 Thu 7/9/15 107FS+20 Crystal Development & Delivery days Reports Client - Signoff on specs 0 0 hrs 6 25 days Thu 7/9/15 Fri 7/17/15 108 ADV - Program Custom Reports 0 0 hrs 0 days Fri 7/17/15 Fri 7/17/15 109 Crystal Rer Client - Test Custom Reports 0 0 hrs 12 5 days Fri 7/17/15 Wed 8/5/15 110 ADV - Make any adjustments 0 0 hrs 0 days Wed 8/5/15 Wed 8/5/15 111 Crystal Ref Client - Re -test Custom Reports 0 0 hrs 6 25 days Wed 8/5/15 Fri 8/14/15 112 Client - Signoff on Custom Reports 0 0 hrs 0 days Fri 8/14/15 Fri 8/14/15 113 Bill Print Design 1 130 hrs 239 days Mors 1/5/15 Wed 12/23/1° ADV - Provide Sample Bills 0 1 hr 125 days Mon 1/5/15 Tue 1/6/15 26 PM[10%1 Client - Provide Bill Print Mock -Up 0 0 hrs 62 5 days Tue 6/23/15 Fri 9/25/15 2245S ADV - 3.4 2 — Bill Print Discovery 1 32 hrs 4 days Fri 6/5/15 Thu 6/11/15 106 Crystal Rer ADV - 3 4 2 — Bill Print Specifications 0 20 hrs 2 5 days Tue 7/14/15 Fri 7/17/15 118FS+20 c Crystal Rer ADV- Code and test Bill Print 0 50 hrs 20.83 days Fri 7/17/15 Tue 8/18/15 119 Crystal Rer ADV - Rollout Bill Print 0 1 hr 125 days Tue 8/18/15 Wed 8/19/15 120 Crystal Rer Client - Test Bill Print (1500+ Bills) 0 0 hrs 18 75 days Tue 10/27/15 Mon 11/23/1E 121,242 ADV - Make any necessary code changes 0 26 hrs 97 5 days Tue 6/30/15 Mon 11/23/15122FF Crystal Rer Client - Signoff on Bill Print 0 0 hrs 0 days Wed 12/23/IE Wed 12/23/1E 123FS+20 c Notices 0 15 hrs 130.04 days Thu 6/11/15 Wed 12/23/1'' Client - Design New Notices 0 0 hrs 12 5 days Fri 9/25/15 Wed 10/14/1� 117 Project Pro Forma Project Plan Date Thu 10/9/14 Task Split Milestone Summary Project Summary External Tasks External Milestone Inactive Task ... I .... Inactive Milestone __- Start -only Finish -only ♦ Inactive Summary s i Deadline Manual Task 6ftiwn;w.nr..nt Progress Duration -only Manual Progress Manual Summary Rollup _ __. 41 Manual Summary L J Nov 30.'14 Page 6 ID ?WBS ITask Name JTrips Work Duration Start -Finish Predecessor Resource ]NO 30,14 I 1 Names S M T 127 11832 Client - Deliver Notices Design to ADV 0 0 hrs 0 days Wed 10/14/1E Wed 10/14/iE 126 128 11833 ADV - Program Notices 0 10 hrs 12 5 days Thu 6/11/15 Tue 6/30/15 118 Crystal Rep 129 1.834 ADV - Rollout Notices Onsite 0 1 hr 125 days Tue 6/30/15 Thu 7/2/15 128 Crystal Rep 130 11835 Client - Test Notices 0 0 hrs 6 25 days Thu 7/2/15 Tue 7/14/15 129 131 1 8 3 6 ADV - Make any necessary code changes 0 4 hrs 12 5 days Tue 6/23/15 Tue 7/14/15 130FF Crystal Rep,.. 132 j1.8 3 7 Client - Signoff on Notices 0 0 hrs 0 days Wed 12/23/1` Wed 12/23/1E 124FF 133 31.8.4 Receipts 0 15 hrs 82.92 days Thu 6/11/15 Wed 10/14/1! 134 1 8 4 1 Client - Design New Receipts 0 0 hrs 125 days Fri 9/25/15 Mon 9/28/15 117 135 F1 8 4 2 Client - Deliver Receipt Design to ADV 0 0 hrs 0 days Wed 10/14/15 Wed 10/14/1E 126 :_6.._.._11 8 4 3 ADV - Program Receipt 0 10 hrs 2 5 days Thu 6/11/15 Tue 6/16/15 118 Crystal Rep!€ 137 j18 4.4 ADV - Rollout Receipt Onsite 0 1 hr 1.25 days Tue 6/16/15 Wed 6/17/15 136 Crystal Rep! 138 1845 Client - Test Receipt 0 0 hrs 125 days Wed 6/17/15 Thu 6/18/15 137 139 11846 ADV - Make any necessary code changes 0 4 hrs 5 days Thu 6/11/15 Thu 6/18/15 138FF Crystal Rep 140 18 4 7 Client - Signoff on Receipt 0 0 hrs 0 days Thu 6/18/15 Thu 6/18/15 139 141 1.9 3.5 Configuration and Conversion 0 1,186 hrs 270.75 days Minn 1/5/15 Thu 2/11/16 142 ,1.9.1 3.5.1 Initial Configuration 0 714 hrs 155.89 days Mon 1/5/15 Fri 8/21/15 143 J 9 1 1 ADV - Review SOW 0 4 hrs 0 42 days Mon 1/5/15 Mon 1/5/15 26 Tech Lead,, 4. 144 11.912 ADV - Assist Identification of Baseline Accou 0 1 hr 0 13 days Tue 4/21/15 Tue 4/21/15 66 APP Con taF ' 145 11913 ADV - Configure discovery items 0 500 hrs 3125 days Tue 6/16/15 Tue 8/4/15 52 APP Con,TE 146 11914 ADV - Configure configurable Interfaces 0 200 hrs 12 5 days Tue 8/4/15 Fri 8/21/15 145 APP Con,TE' 147 ;19,1 5 ADV - Configuration duration 0 0 hrs ❑ days Fri 8/21/15 Fri 8/21/15 146 148 11916 ADV - ❑,/A Analysis of the In-house System 0 8 hrs 0 5 days Fri 8/21/15 Fri 8/21/15 147 Tech Lead,, 149 i1 9 17 ADV - Intial Configuration Roleout 0 1 hr 0 13 days Fri 8/21/15 Fri 8/21/15 148 Tech Lead 150 1.9.2 3.5.1 Data Refresh # 1 (Conversion) 0 168 hrs 41 days Thu 4/23/15 Tue 6/23/15 1.51...._ 11.921 ADV - Programming of the Conversion 0 159 hrs 19 88 days Thu 4/23/15 Fri 5/22/15 86 Conversion Project Pro Forma Project Plan Date Thu 10/9/14 tD Task Inactive Task __ Start -only L Split . , . . , o y , Inactive Milestone Finish -only Milestone ♦ inactive Summary Deadline Summary Manual Task W vm ,._ 4 Progress Project Summary i Duration -truly Manual Progress External Tasks Manual Summary Rollup External Milestone Manual Summary Page 7 v ;WBS 52 11922 53 11923 Q 54 1924 00 -- -- - , 155 f1925 156 4.9.3 157 1931 158 1932 , 159 11933 160 �1934 161__�1935 162 °1936 i 163 1193.7 164 !1.9.4 �165 '1941 t; 166 11942 Q 167 11943 168 :1 9 4 4 —169 11945 17 11946 171 11.9 4.7 ask fume ADV - Testing conversion duration 0 ADV - Initial Data Conversion Load to FTP sit 0 ADV - Refresh Data to Onsite Production & 0 Test System ADV - Produce Data Validation Results 0 3.5.2 Data Refresh #2 (Functional Testing) 0 Client - Deliver Data Extract 0 Client - Deliver Data Validation Numbers 0 ADV - Update conversion with CW Items 0 ADV - Testing conversion duration 0 ADV - Upload Data to FTP site 0 ADV - Refresh Data to Onsite Production & 0 Test System ADV - Data Validation Results 0 3.5.2 Data Refresh #3 (Integration Testing 0 Cycle 1) Client - Deliver Data Extract 0 Client - Deliver Data Validation Numbers 0 ADV - Update conversion with CW items 0 ADV - Testing conversion duration 0 ADV - Upload Data to FTP site 0 ADV - Refresh Data to Onsite Production & 0 Test System ADV - Data Validation Results 0 Project Pro Forma Project flan Date Thu 10/9/14 Task Split Milestone Summary Project Summary External Tasks External Milestone Work iDuration Start ,Finish Predecessor Resource Names 0 hrs 40 days Thu 4/23/15 Mon 6/22/15 151SS 4 hrs 0 5 days Mon 6/22/15 Tue 6/23/15 152 Converse 4 hrs 0 5 days Tue 6/23/15 Tue 6/23/15 153 Converse 1 hr 0 13 days Mon 6/22/15 Mon 6/22/15 152FF Conversi 94 hrs 16.88 days Mon 7/27/15 Wed 8/19/15 224 0 hrs 1 day Mon 7/27/15 Tue 7/28/15 0 hrs 1 day Mon 7/27/15 Tue 7/28/15 157FF 86 hrs 10 75 days Tue 7/28/15 Wed 8/12/15 158 Conversi 0 hrs 15 days Tue 7/28/15 Wed 8/19/15 15955 3 hrs 0 38 days Wed 8/19/15 Wed 8/19/15 160 Conversi 4 hrs 0 5 days Wed 8/19/15 Wed 8/19/15 161 Conversi 1 hr 0 13 days Wed 8/19/15 Wed 8/19/15 162FF Conversi 68 hrs 17 days Thu 9/3/15 Tue 9/29/15 233 0 hrs 1 day Thu 9/3/15 Fri 9/4/15 0 hrs 1 day Thu 9/3/15 Fri 9/4/15 165FF 60 hrs 7 5 days Fri 9/4/15 Wed 9/16/15 166 Conversio 0 hrs 15 days Fri 9/4/15 Mon 9/28/15 16755 3 hrs 0 38 days Mon 9/28/15 Mon 9/28/15 168 Conversio 4 hrs 0.5 days Mon 9/28/15 Tue 9/29/15 169 Conversio 1 hr 0.13 days Tue 9/29/15 Tue 9/29/15 170 Conve Inactive Task Inactive Milestone ♦ Inactive Summary Manual Task j Duration -only Manual Summary Rollup - Manual Summary Start -only Finish -only Deadline Progress Manual Progress 30 '14 MST_ -1� Page 8 ID IWBS ?Task Name 172 11.9.5 173 I �1951 174 11952 175 11953 176 11954 177 1955 178 �1956 19 5 7 1797 180 j1.9.6 181 11961 182 1962 183 '1963 184 11964 x185 1965 �186 11966 187 11967 188 11.9.7 189 J1971 190 11972 191 11.973 192 11974 193 11975 3.5.2 Data Refresh #4 (Integration Testing 0 Cycle 2) Client - Deliver Data Extract 0 Client - Deliver Data Validation Lumbers 0 ADV - Update conversion with CW items 0 ADV - Testing conversion duration 0 ADV - Upload Data to FTP site 0 ADV - Refresh Data to Onsite Production & 0 Test System ADV - Data Validation Results 0 3.5.2 Data Refresh #5 (UAT) 0 Client - Deliver Data Extract 0 Client - Deliver Data Validation Numbers 0 ADV - Update conversion with CW items 0 ADV - Testing conversion duration 0 ADV - Upload Data to FTP site 0 ADV - Refresh Data to Onsite Production & 0 Test System ADV - Data Validation Results 0 35.2 Data Refresh #6 (Go Live) 0 Client - Deliver Data Extract 0 Client - Deliver Data Validation Numbers 0 ADV - Update conversion with CW items 0 ADV - Testing conversion duration 0 ADV - Upload Data to FTP site 0 Project Pro Forma Project Plan I Date Thu 10/9/14 r-� e-r ipslWork ;Duration (Start Finish ames 68 hrs 17 days Tue 10/27/15 Fri 11/20/15 242 0 hrs 1 day Tue 10/27/15 Wed 10/28/1E 0 hrs 1 day Tue 10/27/15 Wed 10/28/151731FF 60 hrs 7 5 days Wed 10/28/15 Fri 11/6/15 174 Co 0 hrs 15 days Wed 10/28/1EThu 11/19/15 175SS 3 hrs 0.38 days Thu 11/19/15 Thu 11/19/15 176 Co 4 hrs 0 5 days Thu 11/19/15 Fri 11/20/15 177 Co 1 hr 0 13 days Fri 11/20/15 Fri 11/20/15 178 Co 48 hrs 12 days Wed 12/9/15 Tue 12/29/15 256 0 hrs 1 day Wed 12/9/15 Thu 12/10/15 0 hrs 1 day Wed 12/9/15 Thu 12/10/15 181'FF 40 hrs 5 days Thu 12/10/15 Thu 12/17/15 182 Co 0 hrs 10 days Thu 12/10/15 Thu 12/24/15 183SS 3 hrs 0 38 days Thu 12/24/15 Thu 12/24/15 184 Co 4 hrs 0 5 days Thu 12/24/15 Tue 12/29/15 185 Co 1 hr 0 13 days Tue 12/29/15 Tue 12/29/15 186 Co 26 hrs 3.5 days Mon 2/8/16 Thu 2/11/16 289F5+4 d{ 0 hrs 1 day Mon 2/8/16 Tue 2/9/16 0 hrs 1 day Mon 2/8/16 Tue 2/9/16 189FF 20 hrs 2 5 days Tue 2/9/16 Thu 2/11/16 190 Co 0 hrs 0 days Thu 2/11/16 Thu 2/11/16 191 1 hr 0 13 days Thu 2/11/16 Thu 2/11/16 192FF Co Task awAw Inactive Task ___ Start -only i_ Split , , , , , , , ,, , , , , , , , Inactive Milestone Finish -only Milestone + Inactive Summary Deadline Summary I Manual Task - -- - Progress — Project Summary I Duration -only Manual Progress External Tasks __ Manual Summary Rollup External Milestone Manual Summary N L0 Page 9 *BS 11 94 I1976 I 95 i1977 Q.96 11.10 197 f 1 10 1 198_ '1.10.2 199 � 1.10 2 ] 200 '11022 201 j1.10.3 202 ' 1 10 3 1 203 111032 204 ,1.10.4 205 ;1 10 4 1 206 .11042 207 111042 208 j11044 209 ;11045 #;210 1104E ' 211 11.10.5 --212 110 5 7 213 .110 5 2 214 ^1.105 215 :1.10 5 4 216 1.10.6 217 111061 ask Name ADV - Refresh Data to Onsite Production & Test System ADV - Data Validation Results 3.6 Core Team Training Standard Training Documentation Week 1 ADV - Overview and Daily Process ADV - Cash Week 2 ADV - Billing ADV - Collections Week 3 ADV - Reports ADV - Designing SO ADV - Generating Service Orders ADV - Security ADV - Scheduler ADV - Rate Management Week 4 ADV - System Administration ADV - GL and Month/Year End ADV - Point Of Sale/Loans ADV - Water Inventory Week 5 (remote) ADV - Backflow Inventory Project Pro Forma Project Plan Date Thu 10/9/14 Task Split Milestone Summary Project Summary External Tasks External Milestone ps Work JDuration 0 4 hrs rt Finish 0.5 days Thu 2/11/16 Thu 2/11/16 192FF Resource ' Nov 30 '14 Names I1-7 MT 0 1 hr 0 13 days Thu 2/11/16 Thu 2/11/16 192FF Convers 4 200 hrs 112.46 days Mon 1/5/15 Wed 6/17/15 0 0 hrs 0 days Mon 1/5/15 Mon 1/5/15 Trainer 1 40 hrs 2.5 days Thu 2/26/15 Mon 3/2/15 50FS+7 da, 1 30 hrs 2.5 days Thu 2/26/15 Mon 3/2/15 Trainer[ 0 10 hrs 125 days Fri 2/27/15 Mon 3/2/15 199FF Trainer 1 40 hrs 3.33 days Thu 4/30/15 Tue 5/5/15 66FS+7 da) 1 20 hrs 1.67 days Thu 4/30/15 Fri 5/1/15 Trainer[ 0 20 hrs 167 days Fri 5/1/15 Tue 5/5/15 202 Trainer[ 1 40 hrs 2.5 days Wed 5/13/15 Fri 5/15/15 201FS+6 da 1 10 hrs 125 days Wed 5/13/15 Thu 5/14/15 Trainer 0 5 hrs 0 63 days Thu 5/14/15 Fri 5/15/15 205 Trainer 0 5 hrs 0 63 days Fri 5/15/15 Fri 5/15/15 206 Trainer 0 5 hrs 0 63 days Fri 5/15/15 Fri 5/15/15 206 Trainer 0 5 hrs 0 63 days Fri 5/15/15 Fri 5/15/15 208'FF Trainer 0 10 hrs 125 days Thu 5/14/15 Fri 5/15/15 209FF Trainer 1 40 hrs 3.13 days Fri 5/29/15 Wed 6/3/15 204FS+8 dz 1 20 hrs 2.5 days Fri 5/29/15 Wed 6/3/15 Trainer 0 5 hrs 0.63 days Wed 6/3/15 Wed 6/3/15 212 Trainer 0 5 hrs 0.63 days Wed 6/3/15 Wed 6/3/15 213FF Trainer 0 10 hrs 125 days Tue 6/2/15 Wed 6/3/15 213FF Trainer 0 40 hrs 2.5 days Fri 6/12/15 Wed 6/17/15 211FS+7 dic 0 10 hrs 125 days Fri 6/12/15 Tue 6/16/15 215 Trainer . .............. Inactive Task Inactive Milestone ♦ Inactive Summary Manual Task i Duration -only Manual Summary Rollup - 41 Manual Summary Start -only Finish -only . x Deadline 6, __-v.,.w,.___m " Progress Manual Progress L J r] Page 10 ID 3WBS (Task Name 218 11 1062 219 31 10 6 220 11064 221 �1.10.7 222 111071 223 11.11 224 1.11.1 —225 11 11 1 1 - 226 111112 227 228 11114 229 11 11 1 E 230 1 111 E W 231 2321 11 1 f 233 '1.11.2 234 1112 ] , 235m I ;1 112 2 236 j1112= 237 11124 rk Duration ADV - Solid Waste Management 0 10 hrs 125 days Customer Wise review 0 10 hrs 125 days Review 0 10 hrs 1.25 days Caere Training deliverables with each week 0 0 hrs 0 days Completion of onsite Instructor -Led Core 0 0 hrs 0 days Team Training Start Finish Predecessor Resource _ *Wed Names Tue 6/16/15 6/17/15 217 Trainer Tue 6/16/15 Wed 6/17/15 219FF Trainer Tue 6/16/15 Wed 6/17/15 218FF Trainer Mon 1/5/15 Mon 1/5/15 Mon 1/5/15 Mon 1/5/15 Trainer 3.9 Software Testing 12 1,153 hrs 136.39 days Tue 6/23/15 Tue 1/19/16 150 3.5.1 Initial Configuration and Conversion 3 204 hrs 20.25 days Tue 6/23/15 Mon 7/27/15 (Conversion Testing) ADV - Deliver Initial Configuration 0 ADV - Data Refresh # 1 (Conversion) 0 ADV - Data Validation Results 0 ADV - Review data and configuration with Cl3 Client - Conduct Testing 0 Client - Report any issues into 0 CustomerWise ADV - Make any necessary Conversion 0 changes ADV - Make config changes 0 3.9 Functional Testing 3 ADV - 3 9 1 Functional Test Data Conversion 0 Load ADV - 3 9.1 Rate Testing Matrix 0 ADV - Provide Testing Worksheets 0 ADV - QTJL 3 Task Split Milestone Project Pro Forma Project Plan Date Thu 10/9/14 Summary Project Summary External Tasks ' External Milestone 1 hr 0 13 days Tue 6/23/15 Tue 6/23/15 Tech Lead 1 hr 0.13 days Tue 6/23/15 Tue 6/23/15 Conversior 2 hrs 0.25 days Tue 6/23/15 Wed 6/24/15 PM 80 hrs 3 33 days Thu 6/25/15 Tue 6/30/15 227FS+1 & Conversior 0 hrs 9 days Thu 6/25/15 Mon 7/13/15 228SS 0 hrs 9 days Thu 6/25/15 Mon 7/13/15 229FF 40 hrs 5 days Mon 7/13/15 Mon 7/20/15 229 Conversio 80 hrs 10 days Mon 7/13/15 Mon 7/27/15 229 Tech Lead 242 hrs 15 days Thu 8/13/15 Thu 9/3/1S 0 hrs 0 days Wed 8/19/15 Wed 8/19/15 156 Conversio 0 hrs 0 days Wed 8/19/15 Wed 8/19/15 234 Tech Lead 2 hrs 0 25 days Thu 8/20/15 Thu 8/20/1.5 235 PM 80 hrs 5 days Fri 8/21/15 Fri 8/28/15 236FS+1 & PM,Tech I. Inactive Task Start -only L Inactive Milestone Finish -only J r Inactive Summary Deadline 41 Manual Task Progress Duration -only Manual Progress Manual Summary Rollup Manual Summary '14 N Page 11 WBS 38 i1112S 39 '1112E N N 40 1 112 i 241 -1 112 E - 242 1.11.3 243 .11131 244 11 11 3.2 245 A 113 ? _246 1 11 3.4 247 1 11 3 E 248 1 11 3 E 249 1 11 3 i 250 1 11 3 E 2511.11 3 S 252 1 113 1 253 1 113 1 254 .11131 255 11 113 1 256 11.11.4 257 1 11.4 1 258 ',1 114.2 ask Name .......................... ............................. Client - Conduct Testing Client - Report any issues into CustomerWlse ADV - Make any necessary configuration changes ADV - OTJL 3.9 Integration Testing Cycle 1 3 9 2 Integration Test Scripts 3 9 2 ITC1 Data Conversion Load 3 9 2 ITC1 Test Plan Outline 3 9 2 ITC1 Acceptance Criteria 3 9 2 ITC1 Plan Completion and Signoff Develop Stress Test Plan Develop Integration Test Plan Client - Develop Integration Test Scripts ADV - OTJL Client - Conduct Testing Client - Report any issues into CustomerWise ADV - Make any necessary configuration changes ADV - OTJL 3.9 Integration Testing Cycle 2 3 9 2 ITC2 Data Conversion Load 3 9 2 ITC2 Test Plan Outline Project Pro Forma Project Plan Date Thu 10/9/14 Task Split Milestone Summary Project Summary External Tasks External Milestone ;Duration f 0 0 hrs 10 days Thu 8/20/15 Thu 9/3/15 236 0 0 hrs 10 days Thu 8/20/15 Thu 9/3/15 238FF 0 120 hrs 15 days Thu 8/13/15 Thu 9/3/15 238FF Tech Lead 0 40 hrs 2 5 days Mon 8/31/15 Thu 9/3/15 238FF PM,Tech 2 259 hrs 29 days Tue 9/15/15 Tue 10/27/15 0 2 hrs 0 25 days Tue 9/15/15 Tue 9/15/15 164F5-10 d APP Con 0 2 hrs 0 25 days Tue 9/15/15 Tue 9/15/15 243 Conversi 0 4 hrs 0 5 days Tue 9/15/15 Wed 9/16/15 244 APP Con 0 4 hrs 0 5 days Wed 9/16/15 Wed 9/16/15 245 PM 0 4 hrs 0 5 days Wed 9/16/15 Thu 9/17/15 246 PM 0 8 hrs 0 5 days Thu 9/17/15 Thu 9/17115 247 PM,Tech 0 8 hrs 1 day Thu 9/17/15 Fri 9/18/15 248 PM 0 0 hrs 5 days Fri 9/18/15 Fri 9/25/15 249 2 80 hrs 5 days Mon 10/5/15 Tue 10/13/15 164FS+4 di PM,Tech 0 0 hrs 10 days Tue 10/13/15 Tue 10/27/15 251 0 0 hrs 10 days Tue 10/13/15 Tue 10/27/15 252FF 0 107 hrs 13 38 days Tue 10/6/15 Tue 10/27/15 252FF Tech Lead 0 40 hrs 5 days Tue 10/20/15 Tue 10/27/15 252FF Tech Lead 2 256 hrs 21 days Thu 11/5/15 Wed 12/9/15 0 2 hrs 0 25 days Thu 11/5/15 Thu 11/5/15 172FS-10 d Conversion 0 4 hrs 0 5 days Thu 11/5/15 Thu 11/5/15 257 APP Con Inactive Task —...... . Inactive Milestone ♦ Inactive Summary I Manual Task Duration -only _ Manual Summary Rollup Manual Summary Start -only Finish -only Deadline Progress Manual Progress Nov 30.'14 Page 12 ID WBS Task Name Trips Work IDuration F Start !`!Finish 6 Predecessor Resource Names 259 -1 114 ? 3 9 2 ITC2 Acceptance Criteria 0 4 hrs 0.5 days Fri 11/6/15 Fri 11/6/15 258 PM 260 11144 3 9 2 ITC2 Plan Completion and Signoff 0 4 hrs 0 5 days Fri 11/6/15 Fri 11/6/15 259 PM 261 1.11.4.! 3.8 interface/Modification Delivery 0 2 hrs 0.25 days Mon 11/9/15 Mon 11/9/15 262 1 114 5 Deployment and Rollout of Modifications 0 2 hrs 0 25 days Mon 11/9/15 Mon 11/9/15 260 Tech Lead and Interfaces over the period of Integration Testing cycle 263 1 114 E Client - Develop Integration Test Scripts 0 0 hrs 2 days Mora 11/9/15 Thu 11/12/15 262 264 :1 114 t ADV - OTJL 2 80 hrs 5 days Mon 11/23/J.`Wed 12/2/15 172FS+1 &Tech Lead, 265 11114 F Client - Conduct Testing 0 0 hrs 10 days Mon 11/23/1s Wed 12/9/15 26455 266 ;1.11 4 c Client - Report any issues into 0 0 hrs 10 days Mon Wed 12/9/15 265FF i CustomerWise 11/23/15 267 1 114 1 ADV - Make any necessary configuration 0 120 hrs 15 days Mon Wed 12/9/15 265FF Tech Lead changes 11/16/15 268 11141 ADV - OTJL 0 40 hrs 2.5 days Fri 12/4/15 Wed 12/9/15 265FF Tech Lead, 269 :1.11.5 3.9 User Acceptance testing 2 192 hrs 23 days Fri 12/11/15 Tue 1/19/16 270 1 11 5 ] 3 9 2 UAT Data Conversion Load 0 2 hrs 0 25 days Fri 12/11/15 Fri 12/11/15 180FS-10 d Conversior W 271 ;1 11 5 2 3 9 2 UAT Test Plan Outline 0 4 hrs 0 5 days Fri 12/11/15 Fri 12/11/15 270 APP Con 272 11115 2 3 9.2 UAT Acceptance Criteria 0 4 hrs 0 5 days Mon 12/14/15 Mon 12/14/15 271 PM 273 111154 3 9 2 UAT Plan Completion and Signoff 0 4 hrs 0 5 days Mon 12/14/1� Mon 12/14/1C 272 PM 274 ,1 115 E Client - Develop UAT Test Scripts 0 0 hrs 15 days Tue 12/15/15 Thu 1/7/16 273 275 !1 115 E ADV - OTJL 2 120 hrs 9 days Tue 1/5/16 Tue 1/19/16 180FS+4 dzTech Lead, 276 11115.7 Client - Conduct Testing 0 0 hrs 8 days Tue 1/5/16 Fri 1/15/16 275SS 277 j1.115.E Client - Report any issues into 0 0 hrs 8 days Tue 1/5/16 Fri 1/15/16 276FF CustomerWise Task Split Milestone Protect Pro Forma Protect Plan Date Thu 10/9/14 Summary Protect Summary External Tasks u1 External Milestone Inactive Task _ __ Start -only L Inactive Milestone Finish -only Inactive Summary i g Deadline Manual Task Progress ❑uration-only. Manual Progress Manual Summary Roilup Manual Summary Nov 30,,'14 S-MI T N W Page 13 r� 78 '1115 i 79 i1.115 1 41--..80 11.12 [28-1 { 1 12 1 282 ''1 12 2 233 !1 12.3 284 - 1 12 4 285 :1.13 286 :1 13 1 287 ,1 13 2 288 i 1 13 3 289 1 13 4 �., 294 11 13 5 W 291 1113.6 292 :1.14 i' 293 114.1 294 `1 14.2 295 ' 114 2 ] 296 111422 297 i 1 14 2 3 298 111424 ask Name ADV - Make any necessary configuration 0 changes ADV - OTJL 0 3.10 End User Training 5 Client - Finalize End User Training Plan 0 ADV - End User Week 10 5 3 10 Completion of onsite Instructor Led End 0 User Training 3 10 Training Session Sign -off 0 3.11 Go/No Go Criteria 0 3 11 Finalize Go/No Go Criteria list 0 ADV - Finalize Organization Readiness 0 Checklist ADV - Finalize Cutover Plan 0 Client - Go / No Go Decision 0 ADV - Finalize Post Go Live Plan 0 3 11 Review, Sign -off and Authorization 0 3.12 Transition to Live 4 3 12 Cutover Plan 0 Go Live 4 ADV - Onsite Go Live 4 Final Release Data Conversion Load 0 AR Balancing Sign Off 0 Data Conversion Validation Parameters sign 0 off Project Pro Forma Project Plan Crate Thu 10/9/14 Task Split Milestone Summary Project Summary External Tasks External Milestone Work ;Duration Start ,Finish Predecessor Resource Names. -- 50 hrs 6.25 days Thu 1/7/16 Fri 1/15/16 276FF Tech Lead 8 hrs 0 5 days Thu 1/14/16 Fri 1/15/16 276FF Tech Lead, 500 hrs 159.25 days Mon 1/5/15 Thu 8/27/15 0 hrs 5 days Thu 8/13/15 Thu 8/20/15 233SS 500 hrs 5 days Thu 8/20/15 Thu 8/27/15 281 Trainer 0 hrs 0 days Mon 1/5/15 Mon 1/5/15 0 hrs 0 days Mon 1/5/15 Mon 1/5/15 33 hrs 10 days Tue 1/19/16 Tue 2/2/16 223 8 hrs 1 day Tue 1/19/16 Wed 1/20/16 PM 8 hrs 1 day Tue 1/19/16 Wed 1/2.0/16 286FF PM 8 hrs 1 day Tue 1/19/16 Wed 1/20/16 286FF PM 0 hrs 10 days Tue 1/19/16 Tue 2/2/16 286FF 1 hr 0 13 days Wed 1/20/16 Wed 1/20/16 286FF PM 8 hrs 1 day Tue 1/19/16 Wed 1/20/16 286FF PM 160 hrs 276.75 days Mon 1/5/15 Mon 2/22/16 9 hrs 113 days Mon 1/5/15 Tue 1/6/15 PM 151 hrs 4 5 days Tue 2/16/16 Mon 2/22/16 188SS+5 & 144 hrs 4 5 days Tue 2/16/16 Mon 2/22/16 APP Con, 1 hr 0 13 days Tue 2/16/16 Tue 2/16/16 295SS Conversi+ 1 hr 0 13 days Tue 2/16/16 Tue 2/16/16 295SS PM 1 hr 0 13 days Tue 2/16/16 Tue 2/16/16 295SS PM Inactive Task Inactive Milestone Inactive Summary g Manual Task Duration -only Manual Summary Rollup Manual Summary Start -only L Finish -only J Deadline Progress Manual Progress Nov 30.'14 Page 14 ID IWBS Task Name Trips WorkDuration Start Finish Predecessor Resource Names 299 ........ '1 14 2 5 _ Year and month active confirmation 0 1 hr 0 13 days _ Tue 2/16/16 __ Tue 2/16/16 295SS PM 300 :1 14 2 E AR summary details Sign Off 0 1 hr 0 13 days Tue 2/16/16 Tue 2/16/16 295SS PM 301 114.2 7 Transaction code Sign Off 0 1 hr 0 13 days Tue 2/16/16 Tue 2/16/16 2955E PM 302 114 2 E Rates Sign Off 0 1 hr 0 13 days Tue 2/16/16 Tue 2/16/16 295SS PM 303 11.15 3.13 Post Go Live 7 480 hrs 64.5 days Mon 2/22/16 Wed 5/25/16 294 304 �1 15 1 Month 1 4 160 hrs 20 days Mon 2/22/16 Mon 3/21/16 Tech Lead 305 11152 Month 2 2 160 hrs 20 days Mon 3/21/16 Tue 4/19/16 304 Tech Lead 306 {1 15 3 Month 3 1 150 hrs 18 75 days Tue 4/19/16 Mon 5/16/16 305 Tech Lead 307 1 15 4 ADV - Finalize Transition Plan to Support 0 4 hrs 5 days Mon 5/16/16 Tue 5/24/16 306 PM[10%1 308 115 5 3 13 Completion of Post Go Live Support 0 3 hrs 0 38 days Tue 5/24/16 Tue 5/24/16 307 PM 309 '1 15 6 3 13 Transition to Support 0 3 hrs 0 38 days Tue 5/24/16 Wed 5/25/16 308 PM Project Pro Forma Project Plan Date Thu 10/9/14 CD t� Nov 30. ' 14 Task Inactive Task Start -only L. Split . , . _ . _ . . E , E , inactive Milestone Finish -only J Milestone Inactive Summary + Deadline Summary I Manual Task Progress Project Summary i Duration -only Manual Progress - - External Tasks Manual Summary Rollup External Milestone Manual Summary k•J t,n Page 15 �w _ Dec, "7 '14 � 5 M T W T in to 5 ■M Project Pro Forma Project Plan Date Thu 10/9/14 Dec 14 '14 Dec 21 ' S`M;T I WIT I F 1 5 5 I MI Task Split Milestone Summary Project Summary External Tasks. External Milestone Inactive Task. Inactive Milestone ♦ Inactive Summary Manual Task i Duration -only Manual Summary Rollup Manual Summary '14 Jan 4 '15 Jan 11 '15 S M T W! T F, 5 j, PM Start -only L Finish -only .J Deadline Progress Manual Progress Page 16 ADVANCED u T 9 LiTY SYST E!AS 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. Advanced will implement all bug patches and upgrades during the implementation and will ensure knowledge transfer to the City's technology staff on the process CustomerWise is a secure web site Advanced provides its clients access to in order to communicate, evaluate, and track the status of all support items It is a tool that the City would use to advise Advanced of issues, and a tool for Advanced to manage, control, and assess all issues In terms of problem reporting and resolution procedures, mitially a client will log an issue into CustomerWise Then an e-mail confirmation that a support item has been received and reviewed by Advanced will be sent out to the individual that initiated the request The item will be updated with a planned finish date by Advanced Advanced personnel will work to resolve the issue Once the issue is resolved the client updates the item in CustomerWise by indicatmg the item can be closed D. Provide a matrix of "roles and responsibilities" for each major activity contained in the proposed implementation plan. The table below details the structure of the joint implementation team (by company) and identifies specific project roles and responsibilities Advanced has employed this team structure at numerous client implementations with great success Roles and Responsibilities �k6anced Team °` r Role Responsibilities Project Sponsor . Steer project . Serve as project champion . Resolve major project issues . Initial point of escalation Project Manager . Plan project approach, timetable, priorities, and resources • Coordinate Advanced and partner resources . Produce project unplementation documentation including communication, training, risk, and change management plans etc) . Lead all weekly, monthly and quarterly project meetings . Act as a liaison between Advanced and the City's implementation teams . Monitor project status and communicate issues and City of Huntington Beach 78 HB -255- Item 5. - 217 ADVANCED risks to the project team and steering committee for resolution • QA partner deliverables, with assist from Advanced SME's Application Consultant . Work with technical consultant to lead discovery workshops and interviews • Perform business analysis and document design of the Advanced Solution through the Discovery process • Evaluate best practices and identify operational improvements • Oversee the set-up of control files & interfaces QA the system configuration Technical Lead C Assist the Application Consultant in the Discovery process Y Set-up of control files and configuration type interfaces O Assist In system testing and overall quality assurance • Configure and assist In testing of all interfaces e Work directly with Core Team to resolve system issues throughout the implementation Conversion Lead . Assess the City's data conversion needs and review condition of existing data Plan data extraction and conversion approach Map data from existing CIS solution to CIS Infinity Develop data conversion routines and set up control files to reflect defined requirements e Rollout data conversion to the Core Team Monitor data testing activities, identify and correct issues, and modify testing routines as required Oversee final data acceptance Trainer . Provide all training agendas Provide training documentation e Lead training sessions Provide one-to-one assistance in system operation during the testing phases Installer/DBA . Assist the City in preparation of the technical environment Install software ON of Huntington Beach 79 Item 5. - 218 HB -256- ADVANCED UTILITY SYST ONS Developers . Program and test modifications and customizations • Develop and test interfaces and modifications • Assist with rollout modifications and interface to client Specialists • Various specialist roles including Crystal Reports, Network Admm/PC Support, Web Designer City"of Huntington BeachTeam " Role Responsibilities Project Sponsors (Includes • Steer project Dir. Customer Service, Dir. ® Serve as project champion Utilities, Dir. Finance) . Resolve major project issues • Initial point of escalation Project Manager • Work closely with Advanced PM to develop project plan approach, timetable, priorities, and resources • Coordinate resources and internal activities required to deploy system Report project status to steering committee, identify changes in project and scheduling • Act as a liaison between implementation team, and Advanced Y Oversee project communications at the City Review and approve deliverables Core Team Member Y Work with Advanced to determine system (typically 6- 8 individuals) configuration requirements • Identify and document existing and "to be" processes Assist project manager in project management in areas such as scheduling Y Communicate business issues to the Advanced implementation team Y Test system functions throughout all testing phases Assist other City subject matter experts with testing • Use CustomerWise software to log errors and orrussions • Provide front line assistance to end users Testing Lead • Work with Advanced to develop test plans (An individual from the . Develop custom test scripts System Testers group would . Identify baseline accounts take on this role.) . Coordinate and support City testers SME's/System Testers . Provide input to core team on areas of expertise during Discovery phases • Assist core team in process development and improvement • Assist core team with testing Conversion Expert(s) . Participate in data conversion Discovery process City of Huntington Beach 80 HB -257- Item 5. - 219 ADVANCED W T 4 L I Y Y S Y I I ENS (This role is typically . Extract data from existing CIS solution assigned to members of the . Assist Advanced to ensure the data mapped into CIS Core Team and/or the SMEs.) Infuuty is complete and accurate • Identify and correct data conversion issues Oversee final data acceptance DBA . Provide database support Server Support Y Ensure hardware, network and field communication is available and configured (servers, mobile field devices) • Assist Advanced in the installation process and deployment of the software • Ensure server and desktop hardware is available, tested, and operational • Assist Advanced with system configuration • Perform administrative functions - e g preparation of training rooms • Troubleshoot network, hardware and other system problems Firewall Technician . Assist Advanced with Infinity Link deployment, Table of Responsibilities for Deliverables # Name Deliverable Description/Definition Deliverable Owner 1 Initial Draft Project Draft Project Schedule to be delivered by Advanced Schedule Advanced Project Schedule updates are performed throughout the project The schedule is updated for refinements to tasks, and 2 Updated Project percent complete inclusive of resource Advanced Schedule updates and timeframe updates Both parties will commit to staffing and resources to meet a rolling 3-month window 3 Invoice Review & Review and approval of invoices for The City Approval payment on a timely basis Jointly developed plan that defines how project risks will be logged, prioritized, 4 Risk Management assigned and managed to closure using a Advanced Plan jointly agreed resolution strategy Risk Log will be reviewed at project status meetings Jointly developed plan that defines the 5 Communication Project Strategy for communicating Advanced Plan internally within the Project Team ON of Huntington Beach 81 Item 5. - 220 xB -258- ADVANCED # Name Deliverable Description/Definition Deliverable Owner Change City owned plan that defiles the strategy 6 for communicating with employees and The City Management Plan externally Change Order Defines how changes to project scope will 7 be logged, approved, and managed as Advanced Process agreed to by both parties Jointly developed plan that defiles City 8 Training Plan resources to be trained, the courses to be Advanced delivered, materials, locations, facilities and other resources 9 Test Plan Jointly developed plan that defines City's Advanced testing phases The City will ensure that Advanced has 10 On Site Facilities working space and Internet access while The City the Advanced project team is on site Project meetings for Advanced and the City Project core team members to 11 Weekly and Monthly Status discuss work in progress, issues, risks, Advanced actions, near -term planned activities and Meetings & Reports associated resource commitments Status reports to document project progress Meeting attended by Advanced and the 12 Quarterly Sponsor City's Project Manager and Project Advanced Meeting Sponsors to review project status Hardware ready for Application and database server are on 13 Software the City's network and the operating The Count system and database software have been Installation loaded 14 Project Kick -Off On -Site kick-off meeting held with the Advanced Meeting Conducted project team 15 CIS Infinity Server Installation of CIS Infinity on the City's Advanced Installation servers 16 Installation Installation training for technical Advanced Training personnel 17 Desktop Client The City to install client on remaining The City Installation desktops 18 Installation Sign -off Sign -off of that all installation activities Advanced are complete CustomerWise Advanced will provide the City with and 19 Overview and Set overview of CustomerWise, the online Advanced tool for documenting and tracking issues up as part of the overall implementation City of Huntington Beach 82 HB -25 9- Item 5. - 221 ADVANCED U T 4 L C T Y SYSTEMS # Name Deliverable Description/Definition Deliverable Owner The City's users will be provided with user ids and passwords which also provide access to the Software Entity relationship diagrams and the Data Dictionary Document that outlines the duration, 20 Training Courses prerequisites and topics to be covered Advanced Syllabus during the Advanced delivered standard training courses Project Team Project listing of all Advanced and City 21 Contact List project team members' contact Advanced information 22 System Overview System overview training for core project Advanced Training team members Functional and Documents that outline the business and 23 Data Conversion conversion processes to be discussed Advanced Discovery during the Functional and Data Workshop Agendas Conversion Discovery Workshops Data Requirements The City to provide business process 24 for Functional documentation The City Worksho s P Sessions that will assist Advanced in Functional learning how the City conducts business Discovery Analysis as well as educating the City about the 25 features and limitations of the Advanced Workshop Software Advanced will lead the Conducted sessions with the City's business process experts participating Document that captures all learning and Functional understanding gained in the Functional 26 Discovery Discovery Analysis Workshops Advanced Document will serve as a template for Document configuring the Software The City will review and approve the document The City to provide Advanced with key Legacy System information to assist Advanced in 27 Conversion developing the conversion programs and The City Information activities Legacy CIS table layouts, ERDs (if available), screen shots, baseline accounts etc to be provided by the City Data Conversion Sessions that will assist Advanced in 28 Discovery Analysis determining the best approach to Advanced Workshop converting legacy data Advanced will ON of Huntington Beach 83 Item 5. - 222 HB -260- ADVANCED U T I LITY &Y!SI1Z"a # Name Deliverable Description/Definition Deliverable Owner Conducted lead these sessions with the City's technical and conversion/legacy data experts participating Jointly developed plan that defines detailed processes and tools that will be utilized for the conversion and includes data mapping, legacy data quality assessment, data cleansing, technical design, development and testing It will also define timing for when data 29 Data Conversion cleansing will be complete as well as Advanced Plan defining the amount of historical data that will be converted The Plan will also identify data conversion validation parameters that define how the source and target data will be reviewed and validated as being correctly extracted The City to perform data cleansing activities as identified during the Techrucal/Data Conversion Discovery Data Cleansing and Workshop The City to provide an initial 30 Initial Data Extract extract of Legacy CIS data in the agreed The City from Legacy CIS upon format to Advanced Data extract from the legacy system will be repeated for each test conversion Advanced will support the City where required Interface/Modificat Documents that outlines the items to be 31 ion Discovery discussed during the Advanced Workshop Agendas Interface/Modification Discovery Workshop Session that will aid Advanced in Interfaces/Modifica understanding modification requirements 32 tion Workshop and the third party systems' mterfacmg Advanced Conducted capabilities to determine the best approach for mterfacmg with the identified third party systems Technical 33 Specification for Technical Specifications for Advanced Interfaces/Modifica interfaces/modifications bons 34 Reports Discovery Sessions to review the reporting Advanced Workshop requirements of the City Advanced will City of Huntington Beach 84 xB -261- Item 5. - 223 ADVANCED UT I L i T Y S Y S T E M S # Name Deliverable Description/Definition Deliverable Owner lead the sessions with the City's business process experts participating Session to review of all bill print types/notices/receipts including a review 35 Bill Print Discovery of the bill printing and bill re -printing Advanced Workshop processes Advanced will lead the sessions with the City's experts participating 36 Bill Print Specification for bill print design Advanced Specification Session that will assist Advanced in learning how the City will deploy mobile Infinity Mobile service orders and educating the City 37 Discovery about the features and limitations of the Advanced Workshop Software Advanced will lead the sessions with the City's business and technical experts participating Documents that captures the technical 38 Infinity Mobile environment in which Infinity Mobile will The City Technical Checklist be deployed The City to complete the checklist with Advanced's assistance Document that captures all learning and Infinity Mobile understanding gained in the Discovery 39 Discovery Workshop Document will serve as a Advanced Document template for configuring Infinity Mobile the City will review and approve the document Session that will assist Advanced in learning how the City will deploy the Infinity Link customer web portal and educating the 40 Discovery City about the features and hrnitations of Advanced Workshop the Software Advanced will lead the sessions with the City's business and technical experts participating Documents that captures the technical 41 Infinity Link environment in which Infinity Link will The City Technical Checklist be deployed The City to complete the checklist with Advanced's assistance Document that captures all learning and Infinity Link understanding gained in the Discovery 42 Discovery Workshop Document will serve as a Advanced Document template for configuring Infinity Link The City will review and ON of Huntington Beach 85 Item 5. - 224 xB -262- ADVANCED UTILITY SYSTEMS # Name Deliverable Description/Definition Deliverable Owner approve the document 43 Initial Data Loading of initial conversion by Advanced Conversion Load Advanced on the City's system The City with Advanced's assistance will identify baseline accounts to be used for 44 Baseline Accounts testing during the Functional Test phase The City These accounts will also be used to validate the conversion Report that documents the results of the 45 Data Validation agreed upon conversion validation Advanced Results parameters for both the source and target data Initial System Configuration of the control forms and 46 Configuration rates by Advanced utilizing the approved Advanced Rollout Functional Discovery Document The City to provide Advanced an extract of Legacy CIS data in the agreed upon format throughout the testing phases (Conversion, Functional, ITC1, ITC2, 47 Legacy Data UAT), as required Six data refreshes are The City Refreshes anticipated throughout the project, which include the data refresh prior to Go Live Advanced will support the City where required Standard Training Workbooks that will be 48 Training used to facilitate Core Team and End User Advanced Workbooks training execution for each training course identified in the Training Plan Execution and completion of Core Team 49 Core Team training per the Training Plan Training Advanced Training will include CustomerWise training Document that lists all reports provided 50 Reports Matrix by the City and designates those reports Advanced that are standard within CIS Infinity and those that require modification 51 Custom Reports Delivery of custom reports identified in Advanced Delivery the Reporting Matrix 52 Interface Configuration and Configuration and testing of Advanced configuration type interfaces Testing Code, test and Advanced developed interfaces and 53 rollout of modifications will be tested by Advanced Advanced Interfaces/Modifica before integrating into the City's City of Huntington Beach S6 xs -263- Item 5. - 225 GINLA293aw UP # Name Deliverable Description/Definition Deliverable Owner tions environment The City to conduct testing as outlined in the Test Plan, document test results 54 Test Scripts (pass/fail) and log any issues in The City Execution CustomerWise for resolution by Advanced Loading of conversion data by Advanced Functional Test - on the City's system. Includes audit 55 Data Conversion report that documents the results of the Advanced Data Load & agreed upon conversion validation Validation parameters for both the source and target data Advanced will furnish a document outlining all necessary rates and rate 56 Rates Testing scenario's to be tested The City is Advanced Matrix responsible for testing and confirming all rates and rate scenarios are accurate and reflect the billing requirements of the City Generic Integration Test scripts provided 57 Integration Test by Advanced Scripts are designed to test Advanced Scripts the standard interfaces Loading of conversion data by Advanced Integration Test - on the City s system Includes audit 58 Data Conversion report that documents the results of Advanced Data Load & agreed upon conversion validation Validation parameters Loading of conversion data by Advanced User Acceptance on the City's system Includes audit 59 Test - Data report that documents the results of the Advanced Conversion Data agreed upon conversion validation Load & Validation parameters for both the source and target data 60 End User Training Execution and completion of End -User Advanced & Sign off training per the Training Plan Criteria that will be adhered to enable cutover to Production to proceed It Go/No Go Criteria includes metrics to evaluate project 61 management readiness, business solution Advanced Document testing readiness, business readiness, IT infrastructure readiness and reorganization/people readiness 62 Go / No Go Defines the outcomes of application Advanced Decision Document readiness based on the defined Go/No Go ON of Huntington Beach 87 Item 5. - 226 HB -264- ADVANCED W T i Lk T Y 9 Y t T ENS # Name Deliverable Description/Definition Deliverable Owner approved for Go Criteria document and Cutover Plan Live defined The result will be a decision to Go-hve or to identify issues that will need to be resolved prior to Go -Live or can be deferred to post go -live The decision to transition to Go Live will be approved when the items defined in the Cut -Over and readiness assessment has been successfully achieved and there are no significant agreed upon issues that will impact transition to Production Defines steps and responsibilities of Advanced and the City during transition 63 Cutover Plan to Production Includes steps to achieve Advanced system balance and includes a conversion cutover plan Loading of conversion data by Advanced Go Live - Data on the City's system Includes audit 64 Conversion Data report that documents the results of the Advanced Load & Validation agreed upon conversion validation parameters for both the source and target data System is operating and being used 65 Go Live Balancing of legacy and Advanced CIS Advanced has been validated and signed -off by the City Completion of Post Conclusion of Post live support period, 66 Live Support which includes remote and/or onsite Advanced presence Support Transition A transition meeting to transfer from the 67 Meetrn g project implementation phase to the Advanced support phase of the contract 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 product is required to compensate for functionality that is absent in the solution City of Huntington Beach 88 xB -265- Item 5. - 227 ADVANCED UTILITY SYSTEMS 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. This 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 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. Role of Staff for Interface Develoament The City's Interface Expert C Work with Advanced specialists to determine interface requirements, work effort, and scheduling of interface development Coordinate all testing of completed interfaces • Ensure data sharing is optimized Advanced Interface Expert • Work with the City's interface experts to determine interface requirements, set-up issues and timing Y Develop interface specifications Work with Advanced software developers to develop interface Set-up interface Coordinate testing of completed interfaces • Ensure data sharing is optimized Work Effort Estimates for Interfaces Interface Hours Comments Document Integration between InfoSend for PDF bills generated to Configuration of existing each account 30 interface No cost if an Advanced Gateway provider for credit card Cash Receipts credit card 0 processing is utilized IVR 70 Further discussion necessary Check endorsement and document imaging 40 JD Edwards Financials 60 Batch file interface assumed Further discussion necessary to understand scope of this GIS ESRI 0 interface Unable to quote Validate addresses with USPS 80 Further discussion necessary to ON of Huntington Beach 89 Item 5. - 228 HB -266- ADVANCED W T I L# Y Y SYSTEMS discuss options and understand scope Document Imaging, store the Further discussion necessary to images in the account or service understand scope of this address databases 0 interface Unable to quote Batch file interface assumed, 2 way, configured using Advanced Radix Meters 40 Interface Manager (AIM) Infosend Bill Prmt/Mail 40 EBP Configuration Export collections accounts to Batch file interface assumed,1 collection agency 40 way, configured using AIM Advanced takes the method that is most flexible and applicable to the specific interface requirements For real -tune interfaces, Advanced typically uses either Web services or shared interface tables as the mechanism for exchangmg data For example, our Master Address and standard IVR interfaces use Web services Our work order management system interfaces use shared interface tables Our central cash receiptmg interfaces have used both Web services and shared interface tables The decision of which integration method to use is based to a large degree on the capabilities of the application with which we are integrating 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 crucial to realizing the full value of a new customer information and billmg system If an error creeps into this process the results can be disastrous billing errors, unhappy customers, overloaded customer support Imes, and the resulting unexpected costs Fortunately, Advanced has extensive experience converting from almost every system out there Advanced takes a prudent, meticulous, rigorous approach to data extraction and conversion From the initial assessment of your data to the extensive post - conversion testing, our conversion methodology gives utilities confidence that the backbone of their business is in good hands Because utility billing has always been our focus, we have a better understanding of how your data relates to your business processes It starts early, and several conversions occur until the final perfect balance is achieved Advanced ensures the converted data is tested early, tested thoroughly, and then tested again at specific milestones throughout the project The data extraction phase begins with the City extracting the existing billing system data into a SQL database This, along with detailed file layouts provides Advanced with the foundation for the new database It is 100% up to the City as to how much data they would like converted Advanced utilizes a three -staged conversion process that uses a combination of manual and automated procedures to accomplish a unique set of objectives within each stage of the conversion process City of Huntington Beach 90 HB -267- Item 5. - 229 ADVANCED U74LiTY *V%TM ,s Stage I: Pre -Conversion Activities The data clean-up activities, which are a part of the Stage I pre -conversion process, are primarily manual but can be supported by a series of automated processes which help identify inaccurate and/or missing data These pre -conversion activities are essential to facilitate the automated conversion processes which follow Controls will be established to manage and measure the progress of conversion Correct Existing System's Data This activity is the step required to research and enter, using current screens in the existing system, any additional information or corrected information into the current system's databases before conversion activities commence The database provides the source of the automated portion of the conversion activities, so the City's staff will need to ensure that these databases are as complete and as correct as possible before the conversion occurs The City's staff would analyze the data in the existing system for likely areas to cleanse Inconsistencies in addresses are a good example of potentially problematic data that needs to be corrected The Data Conversion Workshop conducted will also highlight several areas needing further investigation in the existing system s database Further areas to cleanse will come from a list provided at the conclusion of the Data Conversion Workshop Provide Table Layouts for the Existing System The City would be required to provide complete table layouts for data within the existing system This includes basic database structure, field names included in specific tables, and any restrictions on values allowed for particular fields Entity Relationship Diagrams (ERDs) are helpful if available Provide Screen Shots of all Existing System Screens The City would be asked to provide screen shots of the business process screens within the existing system These screen shots will be used for reference throughout the conversion programming process and can also assist later in developing and executing test scripts to ensure that business process requirements are being met Provide Baseline Accounts The City would provide a set of baseline accounts that cover the variety of different scenarios that can occur in the existing system This should include small and large meter accounts, residential and commercial accounts, various combinations of services on accounts, different rate scenarios on accounts, and any special one-off accounts In some cases, true one-off accounts that are low in total number but significant in their variation from the norm may need to be handled manually in the conversion process Stage II: Conversion Activities The Stage II Conversion Activities cannot begin until all of the pre -conversion activities have been successfully completed The City would determine when the staff and the conversion data were all ready to begin conversion activities with input from Advanced The detailed Stage II activities would comprise a four step automated process which will be supported by some manual activities as follows ON of Huntington Beach 91 Item 5. - 230 HB -268- ADVANCED UYI LiY Y 0 V S1 ales • Build Conversion Database from the existing systems database and the defaults (both values and algorithms), • Produce audit reports to validate the data (including error reports), • Validate and update the data contained in the existing systems database, • Migrate the existing system's database to the new database Each of these four steps to conversion is comprised of a series of automated and manual activities to ensure that the objectives of the conversion stage will be met These detailed activities are described in the following sections Build Conversion Databases Including Defaults The existing systems database will be exported and then migrated to the new software database During this process, default values or calculations will be merged to the proper data elements During the course of the implementation, further defaults may be added based on results from the business process discovery sessions and decisions made as a result of testing throughout the project Produce Audit Reports After the intermediate database is populated in step one, audit reports will be produced including error listings Problems identified with the key data elements will be reported as exceptions for a manual research and correction process and for an automated update of the data before this database will be migrated into the actual database Validation in the case of data conversion does not necessarily mean matching exactly the totals between the existing systems database and the new database It is important to know what the totals are from each and the source of any differences (if present) in those numbers must be understood and accepted by the City and Advanced Stage III: Post -Conversion Activity Throughout the implementation, there may be data elements on specific accounts which cannot be properly populated through the automated conversion processes A list will be maintained of items requiring correction after the converted data has been loaded The correction of these items will be assigned to members of both the City and Advanced staffs, depending on the nature of the correction City of Huntington Beach 92 xB -269- Item 5. - 231 ADVANCED U T t Le YY S *I t#4S 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. A Test Plan would be provided to the City which would detail the approach to testing that would ensure a quality product at go -live Based on training and discovery, revisions to this document would be required as new discoveries and decisions were made There will be three phases in the overall testing approach during the implementation Functional Testing, Integration Testing, and User Acceptance Testing There will be generic test scripts provided for each of these phases to provide some guidance for test script creation by the client The test scripts will be driven by the business process flows that are documented during the Discovery process Advanced will also provide test scripts to the City Testing will be completed by the City's core team supported by Advanced to ensure that the system is working in alignment with the City's business requirements However, it is of critical importance to include all of the end users in all phases of testing Advanced will also provide testing protocols for each major phase of the testing process being undertaken by the City These protocols include testing protocols by module, data conversion worksheets and parallel testing worksheets The progress of all test phases will be tracked in a Test Matrix The Test Matrix is critical to ensuring that no phase of the testing is behind schedule and will cause a delay to project go -live The Test Matrix will contain • the test scripts for each phase • who will test the scripts and what their role is at the City • when the script is scheduled to be tested • a status column stating when the testing on the script has been started, if a problem is found, and when the script has been successfully tested • Introduce Issue Tracking tool and how that will be used Test Control Procedures A defect is any occurrence of an actual result being different from the expected result of a test A defect must behave contrary to a documented feature of the system, either in the functional modification specification (Custom Defect) or in the User Documentation (Base Defect) Any defects found will be reported to the development team via CustomerWise Defects will be categorized using the following priority criteria This will help determine priorities ON of Huntington Beach 93 Item 5. - 232 HH -270- ADVANCED UT4LiTY SYST ENS Severity Level Assignment Criteria High A Level 1 defect indicates a complete system crash or Level 1 Defect failure requiring a re -boot of the operating system No workaround is available Testing cannot proceed Medium A Level 2 defect indicates that the code functionally Level 2 Defect failed to produce the expected results A workaround is available Low A Level 3 defect is cosmetic or a deviation from Level 3 Defect standards The discrepancy is minor and can be delayed until some future date Defect fixes will always be carried out in the development environment and promoted to test environment for re -testing and acceptance 1. Functional Testing Functional testing is primarily testing base functionality with the Cnty's first cut of converted data and custom configuration There will be changes during this phase as this is the first broad set of testing for both configuration and conversion combined This is the verification that the system satisfies the functional and technical requirements and objectives Functional Testing occurs after Core team training and Conversion testing Test scripts, once identified and written, will be tracked in a Test Matrix document There will be specific scripts that are tracked in the Test Matrix, there may also be other test scripts added as need and time progresses The test scripts identified to cover the major business process flows from Discovery need to be tracked in the Test Matrix at a minimum Deliverables: • Advanced will provide test scripts based upon system functionality for all modules • Advanced will conduct at least one workshop with appropriate staff for each module and provide a step-by-step testing process and describe expected outcomes for each functional requirement • Advanced will provide product fixes resulting from errors identified during the system testing process Product fixes will be prioritized and provided based on scheduled rollouts to the customer of the base product Advanced will schedule a retest, and test until all fixes are validated by the City and Advanced • Advanced will carefully document all test results and present results in the Test Matrix 2. Integration Testing The City will have a number of Interfaces that will require the development of either a one-way or two-way interface between the new applications and other City of Huntington Beach 94 HB -271- Item 5. - 233 ADVANCED applications These interfaces will ultimately be delivered into an integration testing environment Once the enhancements, interfaces, reports, etc, have been unit tested and delivered, Advanced must place them into an integration test environment The integration test ensures the new solution works with the enhancements that have been made to the system In addition, the integration test will confirm the system has been accurately configured, and the data has been accurately converted This is a comprehensive process, which requires robust regression testing In addition, performance and volume tests are conducted to insure batch and on-line service levels are being met by the system There will be two levels of Integration Testing After the completion of Functional Testing on the base product, there will be a new cut of the converted data as well as the addition of the code for modifications and interfaces During Cycle 1 of Integration Testing, the system will be tested to ensure the modifications and interfaces are working according to Specifications and Test Scripts that are provided by Advanced during the development of the Modifications and Interfaces Any issues discovered during Cycle 1 will be fixed (based upon priority) and then will be added to the system for further testing in Cycle 2 The intent of this process is to continue to refine the data conversion, the configuration, the base product, and the modifications and interfaces resulting in a system that is ready for final User Acceptance Test Based on the results of the integration testing, the City will determine if additional testing is needed During Integration Test Cycle 2, a Stress Test will also be run to ensure the system is responding adequately for the City Deliverables: • Advanced will develop Integration Test scripts along with the City's project team Perform Integration Testing and provide input data and expected outputs • Advanced will provide test scripts for all modules and any customizations as identified in the final functional design scope document These test scripts shall be approved by Public Works • Advanced shall conduct at least one workshop with appropriate Public Works staff for each module and provide a step-by-step testing process and describe expected outcomes • Advanced will provide product fixes resulting from errors identified during the system testing process Product fixes will be delivered with the next rollout of the base product going into Cycle 2 of Integration Testing, and again at the end of Cycle 2 Integration Testing In each case, fixes will require a retest until the fixes are validated by the City and Advanced • Advanced will track the status of the Integration Testing scripts in the Test Matrix • Advanced will obtain final approval from the City for the successful completion of Integration Testing Citv of Huntington Beach 95 Item 5. - 234 xB -272- ADVANCED UTI LITT •Y•TCM* 3. User Acceptance Testing A User Acceptance Test (UAT) of the new solution will be conducted once the system has made it through the Integration Testing and run in conjunction with Stress Testing to create an environment similar to a production scenario At this point, the system, the data, the configuration, and the service levels have all been tested, and the City will execute another series of tests to accept the system as it has been developed and delivered by Advanced to the City UAT is the process of testing the integration between the hardware and software systems along with a new set of converted data to verify that the systems meet the City's requirements A new delivery of code at the end of Integration Test Cycle 2 and before UAT will be the target time for us to freeze the code before Go Live Advanced will review test scripts from previous rounds of testing (Functional, Integration Cycle 1, and Integration Cycle 2) to create test scenarios for Stress Testing and UAT The City will perform UAT, and any questions, issues, and/or bugs raised by the City shall be resolved by Advanced on strictly a high priority basis and delivered with the next rollout of the base product to the City Deliverables: • Advanced develop UAT scripts with the assistance of the City • Advanced will coordinate UAT with the City • Any issues found during UAT will be tracked in CustomerWise and addressed with a post go -live resolution plan unless they are of a critical priority • Advanced will confirm the City signoff on completion of UAT • Provide responses and resolution plans to the defects logged during UAT within 48 hours City of Huntington Beach 96 HB -273- Item 5. - 235 ADVANCED WTI Lk TY SYST 0#4S Go/No-Go Decision At the conclusion of UAT, the City will use all of the data from the three phases of testing to make a final determmation as to whether to go live on the new system J. Provide resumes of the proposed Project Manager and the Managing Partner. Kerry Dennis (PMP) Project Manager Professional Background In his positron as Project Manager, Kerry is responsible for the successful implementation of CIS Infinity and its complementary suite of products He manages all steps of the project life cycle, working as a liaison between Advanced and client staff to complete a successful project Kerry has fiscal responsibility for the implementation projects, maintains client and internal communications, and ensures timely delivery of deliverables Areas of Expertise The Project Manager has 20 years of management experience with 10 of these years dedicated to project management The Project Manager has managed implementations for water and electric utilities In addition, he has been successful working with all clients in the process of taking them from a legacy system to a new customer information system, both in his current role and in past work experience The Project Manager has focused on all projects being on time and on budget, resulting in successful CIS Infinity projects Experience Greater New Haven Water Pollution Control Authority, CT Oversaw kickoff of project and completed all relevant planning documentation for ongomg management of the project LOGIS-Woodbury, MN Conducted project kickoff and completed all relevant planning documentation for ongomg management of the project Education PMP designation Previous Work Experience Bank of Montreal Senior Branch Manager In his position as Senior Branch Manager, Kerry was ON of Huntington Beach 97 Item 5. - 236 HB -274- ADVANCED Terry Ridyard Managing Partner Professional Background Areas of Expertise responsible for the day- to -day operations of his branch His duties included overseeing customer service, sales and auditing The Project Manager also had the responsibility of running and maintaining fiscal balance for some of the largest Bank of Montreal branches in Canada Project Manager • Kerry had the responsibility of creating and delivering projects to a Branch Network across Canada that had more than 500 bank branches Kerry also worked with project implementations that crossed many Imes of business including Internet banking, telephone banking, marketing' and product development One specific software project that Kerry successfully tackled was completed over a two year period It combined 5 legacy systems into one Windows -based customer response system ' The Project Manager was also instrumental in implementing NPS management to all points where customers would receive service from the Bank of Montreal Terry has over ten years of senior management experience and 18 years of utility billing and operations experience He has worked for electrical, water, wastewater and telecommunications utilities and software companies In the past he has also been responsible for managing teams and implementing projects in utilities on both the utility and retail side of the business Terry has strong skills in the following areas • Project Management • Development of functional and integrated test methods • Analysis and construction of Credit & Collections, Rates, Meters & Assets and Billing processes • Reporting specifications • Execution of Functional Tests • Wholesale and retail settlement transaction processing • Budget Preparation and submittal for Board City of Huntington Beach 98 HB -275- Item 5. - 237 ADVANCED iFT4 LiT Y S 3T EMS Approval Experience • Successful utility billing implementations at several client sites • Management of outsourced billing enterprises and wholesale and retail metering services businesses • Management of large projects with more than 25 direct reports • Project Management and change management processes transforming operations from regulated to deregulated • Project Management experience for Customer sites ranging from 20,000 customers to 150,000 customers I Education Diploma in Human Resource Management Sir Sanford Fleming College Provincial Certification Examination Successfully Completed (CHRM) Human Resources Professional Association of Ontario Bachelor of Administrative Studies Trent University (Peterborough, ON) Previous Work Experience Peterborough Utilities Services Inc. Assistant Vice President of Client Services • Managed Billing System Operations and Deregulated Electricity Market Operations and Regulatory Affairs While in this role, he amalgamated 3 electric distribution utilities into 1 through the Ontario Energy Board Migrated all operations into a smgle billing engine 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 -Attachment 3- Essential Utility Billing System Functionality). Furthermore, all consulting hours needed to deliver the business requirements, including customization, configuration, and reporting, must be included in the price proposal. ON of Huntington Beach 99 Item 5. - 238 HB -276- ADVANCED V T d L i T Y 9 T ST E M S 7.0 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. For convenience, minimal disruption, and best results, CIS Infinity training will be conducted at your premises at one central location using your data Training design and preparation DIF analysis (Difficulty, Importance, Frequency of use) DIF analysis, a classic component of instructional design, is used by the Advanced training team to focus the training of your staff As a result, training is targeted at the tasks and functions most frequently performed by the user group The importance of each process to each user group is assessed as part of the development of training modules and as part of each training plan The level of difficulty of each process is also taken into consideration when training time is allotted to each module Needs analysis At the onset of the implementation process, the Advanced training consultant will complete a thorough needs analysis This analysis will take into consideration the number of users, level of experience, lob types, modules required, key client goals and any special requirements identified by your team From the needs analysis Advanced will develop a train rig plan to meet the uruque requirements of the City Assessment Techniques Training is most effective when it includes an assessment of learner progress Advanced will include various assessment tools to ensure your staff is ready to move on to the next stage of implementation Assessment of learning includes • Recall or recognition of specific information (Users are quizzed on course material) • Combining comprehension and application (Users are required to undertake tasks using CIS Infinity ) • Problem solving through transferring existing knowledge and skills to a new situation (When introducing a new module our trainers have users apply previous experience of CIS Infinity to the new task) Identification of learning participants Core team training As part of the first phase of the implementation of CIS Infinity, the City will identify a Core team The Core team is trained in advance of the end users in preparation for City of Huntington Beach 100 xB -277- Item 5. - 239 ADVANCED WTI LITY * V* T e M S ongoing testing of the software The Core Team assumes a maximum of ten (10) users End User training Once the Core Team is trained, the End User training will begin The training will be performed based on the training plan that is prepared by the project managers from both teams to ensure that the needs of the users are met at the City Customer service representatives, billing staff and collections staff will be trained during separate sessions to ensure that there are always representatives available to handle the daily functioning of the utility End users are trained according to their job requirements and End User training is usually conducted over four consecutive weeks The End user training assumes a maximum of ten (10) users for Overview / Daily Process training and eight (8) users for all other classroom sessions On the Job Learning Throughout the implementation phase and the first several weeks live on CIS Infinity users will have full access to the same Advanced Training Specialists who trained them This ensures Advanced is totally fanuhar with the needs of users and that users have a high level of comfort when they first go live on the system Our commitment to training and client support means that we do not leave until your staff has everything they need to do their jobs 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). Training plan The Advanced training consultant develops a training plan geared to the specific requirements of your utility based on the outcome of the needs analysis This typically happens at the beginning of the implementation process although it could also take place during or following a pre -contract site assessment Based on our experience with previous implementations, we have developed an integrated approach to training - one that will reflect the set-up of CIS Infinity at the City The training plan takes into consideration • The learners being trained (level of experience, job requirements, type of learner) • The number of courses being delivered (number of training days, maximum number of learners per class, number of modules required) • The modules that are being taught (based on the system requirements for example, gas, solid waste, point of sale and/or new modules developed for your utility) Y Special requirements as identified by your utility Citv of Huntington Beach 101 Item 5. - 240 HB -278- ADVANCED OJT L [TY SY!Y Mt4 S Learner Centered Training Using a learner centered model, the Advanced training team develops diversified training materials to meet the needs of different types of learners To augment the hands-on teachmg methodology preferred by Advanced, a variety of the following tools are used to improve the effectiveness of the training process • On-line help files • Workbooks • Quizzes • Exercises • Learning games • PowerPoint and other presentations Delivery Learners are instructed in small groups (usually a maximum of eight to ten learners) using a step by step procedural approach By practicing their day to day tasks using the City's own data, users become comfortable with the system before they are expected to use it in a production environment Advanced tramers are subject matter experts who have a thorough understanding of the functionality of the software modules they teach and are able to handle any questions or issues which might arise during the practice sessions During testing learners are required to complete test reports, worksheets and journals which support them in following step by step procedures Advanced provides classroom style courses for every module of CIS Infinity Our tramers have developed an integrated approach to classroom training that corresponds to the set-up of CIS Infinity and progresses logically for your staff C. The role and responsibility of City staff in the design and implementation of the training plan. Advanced will develop a customized training plan for the City prior to offering hands-on training to small groups of users based on their lob requirements and level of experience 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. The Core Team can become the core support for end users once the implementation is complete leaving the City with system experts once the Advanced Trainers are gone Further, by the completion of Administrator Training, you will be able to set up new rates and services, implement multiple rate classes and structures and customize bills by customer type We will also tram you to utilize aspects of the system that will be crucial to your future growth City of Huntington Beach 102 xB -279- Item 5. - 241 ADVANCED QTiLiTY SYSTEMS Advanced also provides elearning training courses all year round for any new client employees These classes can also be taken by existing clients as refreshers 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.) System Overview / Daa Process Trammg_(3 days) Overview training should be taken by anyone who will be using the system - on a regular or irregular basis The training focuses on the Main Customer Service Form Daily Processing training will prepare Customer Service Representatives, or other staff who regularly access customer accounts, to provide basic information, to search for accounts and answer basic customer service questions The objective of this course is to enable the participant to confidently navigate the Main Menu, the Main Customer Service form and search for customers Users will end the course with a basic understanding of the structure of the system and some of its basic concepts Topics Covered • Core product concepts • New accounts • Online help • Searching • Basic inquiry • All customer and account information tabs • Changing customer information • Meter and/or service changes • Changing address information • Interpreting and manipulating reading, transaction and billmg history • Printing copies of bills • Requesting to cancel bills • Lmmg to equipment inventories • Maintaining customer contact information • Generating ad hoc and form letters • Processing moves • Auto generation of actions • Manually entering readmgs • Making payment arrangements 6 Generating tasks • Updating customer notes ON of Huntington Beach 103 Item 5. - 242 xB -280- ADVANCED UTILITY SYST eMs • Entering meter reading notes • Quoting and managing deposits and pre -authorized payment plans • Advanced searches and filters • Cash Processing System Administration (2 dam This session is intended for the non -technical administrators of the system (department supervisors or system administrators) who will be expected to make changes to the system rules to suit user needs Participants will be shown how to manipulate Control forms in order to meet their departmental needs They will also be shown how to add new users to the system and provide them with tailored menus, how to administer service orders, use the task system, the letter system and the credit rating system Topics Covered • Editing and establishing user menus • System control forms • Task system • Service Order Management form • Letter system • Credit rating system • Advanced search/ filter • Reports • Month/year end • Understanding system dates Billing (2 days) Requirements Attend with updated, date appropriate billing journals The accounts on these journals can be used for training examples with manual, final, cancelled and regular bills Billing training is necessary for anyone producing or adjusting any type of bill Participants will learn how to process bills, check for anomalies, and how to deal with final bills and billing adjustments They will also learn about other 'billing related' features within CIS Infinity Topics Covered • General billing concepts • Manual bills • Final bills • Cancelled bills City of Huntington Beach 104 xB -281- Item 5. - 243 ADVANCED U I I L P T Y SY STt#4S • Regular/cycle bills • Online billing • Miscellaneous billing features • Interpreting billing journals • Billing information on the customer account inquiry form Cash Processing (1 dU) Requirements Course participants should bring with them either date appropriate, payment stubs that have already been updated to the production system or a list of accounts with a debit AR balance They will use these accounts to munic entering cash payments In Cash Processing, participants will learn either 'heads up' cash processing (for example, taking payments from customers) or 'heads down' cash processing (for example, processing payments from the mail) This session will teach participants how to enter cash, produce cash reports and how to balance cash batches and look for anomalies In Cash Register training, participants will learn'heads up' cash processing (dealing with customers at the counter) Participants will learn how to enter cash, produce cash reports and how to balance cash batches and look for anomalies Topics Covered • Cash, adjustment, deposit processing • Cash register • Interpreting journals • Updating cash batches • Retrieving archived batches • Cash information on the customer account inquiry form • Entering cash • Producing cash reports • Balancing cash batches • Finding anomalies ON of Huntington Beach 105 Item 5. - 244 HB -282- ADVANCED UT 4 L I T Y S Y S TO"* Rates Management (1 day) This training course will provide users with enough information to assist in analyzing billing calculations In addition they should be able to create new rates in the test system and evaluate the calculation results Topics Covered • Overview of Rates Control • Rate Headers • Rate Types • Billing Factors • Basic Multipliers • Related Control Forms • Customer Account Inquiy • Copying Rates • Pro -Ration Rules Inventory Management (1 damper mventory) The Inventory Management session will begin with instruction on the core Control Forms that provide the basis of the Meter Inventory After reviewing these, the Inventory Inquiry will be examined The Meter Management form and the features built into it will also be reviewed At the end of this class, users will be shown the Standard reports related to Inventory Management Topics Covered • Meter Inventory Flowchart • Universal Control Forms • Inventory Control Forms • Meter Type Control • Meter Sub Groups • Meter Inventory Inquiy • Adding a Meter to Inventory • Scrapping Meters • Meter Management • Service Entrance Database • Related System Forms • Meter Reports City of Huntington Beach 106 HH -2831- Item 5. - 245 ADVANCED UTALITY sysle"s Creating and Managing Service Orders / Generating Service Orders (1 dw This training session is intended for those users who would be responsible for creating new service order template documents - for either field or internal work Participants will also learn how to manage the service order system, create reports and produce multiple service orders Topics Covered • Creating Service Order form templates • Service Order Management form • Service Order system control forms • Service Order reports • Closing service orders from Billing and Meter Changes • Producing a Service Order from the Meter Management form Collections (2 days) The Collections training will cover all aspects of the utility's collections routines Participants will learn how to process penalties and notices, how to allow for exemptions, record a bankrupt account, record collection agency information, set up disconnects and reconnects and make single and group payment arrangements The Collections training will show participants how to follow through an account from the first to last step in the collection process Topics Covered • Notice routine • Penalty/ discount routine • Credit Rating System • Single and Group Payment Arrangements • Collections Exemptions • Disconnects & Reconnects • Bankruptcies • Collection Agencies • Write off System ON of Huntington Beach 107 Item 5. - 246 xB -284- ADVANCEJ Reports (1 day) This session is intended for those users that are expected to produce reports from the system The trammg can be further broken down into the type of reports, for example - customer management reports, asset management reports or accounting reports. Topics Covered • Standard Report interface • Accounting reports • Customer reports • Asset management reports • Pre -authorized payment reports • Service order reports • Quick reports • Advanced Search • Filter GL & Month / Year End Processes (1/2 day) This session is intended for those users that are involved in the monthly or yearly minor accounting processes like closing an old month and opening a new month, producing reconciliation reports and other detailed reports for analysis Topics Covered • Month End procedures • Year End procedures • Auditing service orders • Write off system • Deposit refunds • General Ledger interface Security (1/2 day) CIS Infinity allows your utility to restrict access to fields, buttons, tabs and processes from certain users This session ensures users understand the effects of a security decision that is made to an account Topics Covered • Creating a Test User • Enabling Security • Security Groups • Applying Security City of Huntington Beach 108 xB -285- Item 5. - 247 ADVANCED UT I LITY SY STEMS • Auditing • Denying Access • Hyperlinks • Information Band • Setting up Security • Read Only User • Encryption Scheduler (1 / 2 day) This session shows users how to use the Scheduler functionality in CIS Infinity to automate repetitive tasks or processes By the end of this class users will be able to take advantage of automation functionality that allows lobs to be scheduled and run at pre -determined tunes and dates Topics Covered • Overview • Creating a Scheduler Server • Control Forms • Creating a Job • Schedule Creation • Submitting a Job • Cancelling a Job • Running a Scheduler Server • Job Submission from Forms POS & Loans (1/2 dUJ This session shows users how to use the Loan and Point of Sale functionality in CIS Infinity to define, bill and receive payments against customer loans and point of sale items Topics Covered • Overview • Creating a Loan • Loan payments • Defusing POS Items • Adding POS Item in Cash • Adding POS Item in Billmg ON of Huntington Beach 109 Item 5. - 248 HB -286- ADVANCED Summary of Training Days The following draft summary of training days was developed based on examples of trammg schedules from previously implemented customers of Advanced This summary may change based on discussions during the project initiation phase "Type of Training ,bays Total Core Team Classroom Training Days 25 days Total End User Classroom Trammg Days 52 5 days Total On the Job Learning Days 10 days Total Days V, u 875mdays (700 hours) , R 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. Advanced does not use third -party training resources City of Huntington Beach 110 x$ -287- Item 5. - 249 ADVANCED 4!T*Lv TY SYS Titta# 8.0 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)). Advanced is proposing 3 months of post -implementation support Advanced will assist the City throughout the post live implementation phase to identify and respond to any needs and concerns During the Post Go Live period, Advanced will supply a combination of onsite, remote, and WebEx online support to ensure a smooth transition to support B. Telephone support (include toll -free support hotline, hours of operation, availability of 24 x 7 hotline, etc.). Advanced provides one level of support which is 24 x 7 service through an emergency hotline Normal hours of business are Monday to Friday 8 00 AM to 8 00 PM (EST) A toll free number is available C. Special plans defining "levels" of customer support (e.g., gold, silver, etc.). Define what level of support is being proposed. Advanced provides one level of support which is 24 x 7 service through an emergency hotline The services listed below are those 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 ON of Huntington Beach 111 Item 5. - 250 HB -288- ADVANCED UTILITY S Y S T EMS ■ 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 ■ Customer Care Program • Quarterly News Letter with support tips • Technical support bulletins • Communication on new products and services • On -site visits (as required) ■ Design review for potential enhancements or custom modifications ■ Ability to attend the annual customer conference (attendance fees apply) D. Delivery method of future upgrades and product enhancements including historical frequency of upgrades by module. Upgrades or "Builds' are released on a quarterly basis and are downloaded from the Advanced customer portal website Version changes occur approximately every four to six years All enhancements and Version changes are accompanied with full documentation Client specific modifications are built into CIS Infinity and scheduled as a part of the Update and Upgrade process 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. Any upgrades released during implementation will be implemented by Advanced as part of the project F Availability of user groups and their geographic areas as well as user group contact information. Advanced has user groups that are independently run, volunteer groups that meet in -person on a regular basis to discuss and share information on a variety of technical topics Advanced attends User Group meetings to gain valuable client input and perspectives whenever possible CIS Infinity User Groups are organized by state or region Group Contact Information for President Northeast Lisa Smith Assistant Manager Chester Water, PA Phone (610) 876-8185 x1296 Email lasmith@chesteiwater com City of Huntington Beach 112 xB -289- Item 5. - 251 ADVANCED u T 46.l9kD Y SYSTEMS Rocky Mountain (Denver) Bronwyn Weygandt Billmg Services Supervisor City of Boulder, CO Phone (303) 441-3264 E-mail weygandtb@bouldercolorado gov California Stacie Sheek Customer Service Representative San Juan Capistrano, CA Phone (949) 4874301 Email ssbeek@sanjuancal2istrano org Pacific User Group (PUG) Margaret Nolen Systems Manager City of Bellevue, WA Phone (425) 452-6131 Email MNoIen@bellevuewa gov Midwest Raquel Berg Manager - Member Services & Marketing Connexus Energy, MN Phone (763) 323-2677 Email raquelb@connexusenergy.�om Florida Tony Morelli Applications Manager Kissimmee Utility Authority Phone 407-933-7777 x6-6510 Email tmoielli@kua com G. Help Desk, problem reporting and resolution procedures. CustomerWise is a secure web site Advanced provides its clients access to in order to communicate, evaluate, and track the status of all support items It is a tool that the City would use to advise Advanced of issues, and a tool for Advanced to manage, control, and assess all issues In terms of problem reporting and resolution procedures, initially a client will log an issue into CustomerWise Then an e-mail confirmation that a support item has been received and reviewed by the Advanced support department will be sent out to the mdividual that initiated the request The item will be updated with a planned finish date by Advanced Personnel in support will work to resolve the issue Once the issue is resolved the client updates the item in CustomerWise by indicating the item can be closed H. Bug fixes and patches Between builds, executables may be issued to meet client needs I. Support provided for third -party solutions. Advanced does not provide support for third -party solutions ON of Huntington Beach 113 Item 5. - 252 HB -290- J. Other support (e.g., on -site, remote dial -in, Web site access to patches, fixes and knowledge base). Our support help desk relies heavily on onlme diagnosis Support staff access client desktops using applications such as GoToMyPC Also, please refer to item C above City of Huntington Beach 114 xB _291_ Item 5. - 253 ADVANCED OTT LITY SYSTE"S 9.0 Responses to Functional / Technical Requirements ON of Huntington Beach 115 Item 5. - 254 xB -292- ATTACHMENT 3 ESSENTIAL UTILITY BILLING FUNCTIONALITY This Attachment lists system features that the City considers to be essential Utility Billing Functionally for the way they do business It should not be considered an attempt to list the common functionality that any utility billing system would be expected to contain. Vendors will be required to warrant that their utility billing 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 Vendors must respond to each of the requirement stems 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 co 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 c� s IV tin tin 116 C4 r: 7�.. It em F-1 Ability to remove unpaid fee (or deposit) that's already been billed 1 .. .. FP .. F-2 Option to "Select All" when signing up or disconnecting service FP F3 Customer alert message that can be displayed on screen FP F-4 Ability to modify start and end dates for an application FP F-5 Length of customer numbers need to accommodate different character formatting and length FP F-6 Search for customer by any of the data elements for a record FP F-7 Ability to review all accounts linked to a mailing or service address FP F-8 Remove or disable service positions that are no longer needed FP F-9 Ability to define required fields for an application or a service disconnection FP F-10 Rule based configuration that directs user input or required fields to alternate paths, depending on the definitions of the rule for specific address or addresses FP F-11 Identify when account is past due and have late fee automatically applied to account FP F-12 Track delinquent accounts with late fee to generation of tag for property FP F-13 Track tagged accounts to determine those eligible for shutoff FP F-14 Ability to track payments in system by payment type FP F-15 Apply tag fee FP F-16 Status display on customer screen for history of payment problems by date FP F-17 Status display on customer screen of amount billed and amount due FP F-18 Document integration between lnfoSend for PDF bills generated to each account FP Currently exists at local site, Park Water Company in Downey CA F-19 Ability to cancel and reschedule a bill FP F-20 Establish alert priority with varying display options FP F-21 Ability to generate AR report balances FP 117 00 CD Item �,C shlerin Features Vendor i Vendorf Ability to accept multiple forms of payment including cash, personal check, FP Travelers' check, money order, credit card, debit card, pre -paid card, Internet -initiated, automated voice response (i e , telephone) initiated, and C-1 third -party payment programs Ability to view account statements and invoices through the City's Internet FP Optional product Infinity Link C-2 portal _ Ability to accept payments, which may or may not include an invoice stub, FP and selectively apply the payment to a customer account, outstanding C-3 invoice or statement of choice Ability to accept payments when one or more systems to which the FP C-4 Cashiering system may interface is off-line or otherwise inaccessible Ability to read a bar code or scan line printed on an invoice stub that FP C-5 contains customer account and invoice information Ability to control payment type options by physical location and the ability FP C-6 to identify from which location the payment was received Ability to accept payment information processed by an automated check FP reader/ endorser, such as the City's Remittance Processing System (RPS), C-7 high-speed check processor C-8 Support integrated credit card swipe readers and cash registers FP Ability to assign multiple cash drawers — one drawer per individual —to the FP C-9 same physical device (e g , cash register) The ability to allow Cashiers to consolidate daily payment receipts into FP multiple transaction batches and associate those batches to the same C-10 physical device (i e , terminal) Ability to accept a single payment that covers multiple services For FP example, the issuance of multiple building permits with the ability to accept C-11 a single payment for all permits issued Ability to integrate with automated check endorsement and document FP C-12 imaging devices R-1 Provide a complete history of account transactions and adjustments, and the ability to create reports from the historical data using a variety of criteria FP R-2 Provide a full range of balancing reports for each service offering, including by tender type, batch, etc FP R-3 Provide descriptive error reporting to the extent necessary for someone to determine easily the source of the problem FP R-4 Provide the ability to export selected data to an external destination such as Word, Excel, or as an email attachment FP R-5 Provide extensive data selection criteria to create custom reports of data extracts FP R-6 View/Report of Daily summary of account start and stops FP R-7 Null value exception report FP R-8 New construction accounts FP R-9 Account and service size summary report FP R-10 Customer usage FP R-11 Water consumption summary report FP R-12 SSRS-type reporting option FP M J 07 7-J r+ CD Generalfeatur es VendorRes PlInS9. VendorCommen G-1 Security access control mechanism to restrict transaction execution to FP individual users and the ability to control data access viewing and maintenance down to the individual field level G-2 Provide the ability to enforce "Supervisor Override" control functions in FP order to modify, approve or enter selected information G-3 Ability to support data interfacing with the City's existing JD Edwards FP Local to Huntington Beach, this interface is EnterpriseOne Financial System live in production between CIS Infinity and JDE at Park Water in Downey, California Park Water is one of many sites this interface is live with CIS Infinity G-4 Ability to support data interfacing with the City's existing GIS system FP G-S Comprehensive data entry field validation, extensibility edits and rules FP checking G-6 Ability to validate addresses to US Postal Service (LISPS) standards FP G-7 Ability to support document imaging and store the images in the account or FP service address databases G-8 Ability to hold multiple address types (e g , service address, bill to address, FP forwarding address) G-9 Ability to include unit number with multi -family building address FP G-10 Ability to support the City's General Ledger account coding structure FP G-11 Must support Microsoft SQL Server database technology FP G-12 Support for Microsoft Windows Active Directory technology FP G-13 Desire the inclusion of an extensive and intuitive online "Help" feature as an FP integral component of the software product G-14 Inclusion of productivity tools such as wizards or screen short cuts to speed FP the data entry process G-15 Ability to create a consolidated billing statement that contains FP consumption -based and fixed fee -based service pricing G-16 Ability to consolidate service billing of multiple properties, each owned by a FP common individual or entity, onto the same consolidated billing statement G-17 The ability to set and modify water consumption thresholds, which are used FP in calculations to compare current use to prior use, to indicate consumption abnormalities G-18 Ability to compare current month consumption figures to the current month FP last year and to the past three months N 120 u„ [D CA I it A Ven dos• or G-19 Ability to record free -form notes for service addresses and customer FP accounts, including information about the entry date and time, and who recorded the entry G-20 Ability to support multiple rate tables, each with the ability to include an FP effective date at which the rates are used in service billing calculations G-21 Ability to support service rates based on consumption, fixed monthly FP payments (e g , level -pay option), or discounted payment options G-22 Ability to support multiple billings cycles FP G-23 Ability to run a "Trial" or "Proof" billing run prior to the "Final" run in order FP to detect errors or abnormalities in the billing cycle Ability to apply utility service payments to billed charges in a predefined FP G-24 priority order, based on municipal code Ability to transfer meter route sequencing information and consumption FP G-25 read activity between the meter reading devices and the Billing System G-26 Abili to support Radix meter reading devices FP G-27 Ability to support multiple meter read routes FP G-28 Ability to support third -party print and distribution of the billing statements FP Access control security and ability to allow end -user staff maintain rate FP G-29 tables and route sequencing structures G-30 Ability to backdate services, with restrictions FP Ability to track the inventory or installed use status of water delivery assets, FP G-31 such as meters, registers, backflow and other devices G-32 Ability to create Work or Service Orders FP Have created Orders automatically routing to Service Reps alerting them of FP G-33 the need to initiate a meter reading or other off -cycle activity Ability to specify late fees or the criteria to have late payment charges FP G-34 calculated for each service offering Ability to easily track account delinquencies including the number of times FP delinquent, number of late notices sent, and, other historical criteria by G-35 service address and account Selective ability to specify delinquency periods and/or the number of days FP I&M an account is past due for reporting purposes and to initiate collection rocedures 121 I. r-r CD �i r Features +sr Respons�JMKV-elnclor Comm6M Ability to have different delinquency parameters for each service type (e g , FP G-37 water service, trash service, etc ) Late charges or fees may be a fixed rate or calculated as a percentage of the FP outstanding amount due and may increase based on a count of previous G-38 delinquencies Selective ability to send dunning notices to delinquent account holders FP based on pre -defined criteria (e g , total days delinquent, delinquent G-39 charges exceeding a floor amount) Ability to specify the text or message that appears on the dunning notices or FP G-40 delinquency letters sent to account holders Ability to send an account to collection agencies or write-off the FP G-41 outstanding amount owed Ability to collect, hold, track and refund service deposit amounts The FP deposit refund may be by check or account credit based on variable criteria G-42 (e g, on -time payments over a pre -defined period) G-43 Ability to refund account credits FP G-44 Ability to selectively choose to which billing cycle an account is assigned FP Ability to create and print "Late Nonce" and/or "Payment Delinquency" FP G-4S Door Tags Ability to negotiate account delinquency terms with an account holder, FP track payment schedules and promissory note agreement terms by account, G-45 service address, or customer Ability to specify separate service start and end dates for each service (i e , FP G-47 back dating of bills that do not require manual adjustments) Ability to request a reprint or the rebillmg of an existing utility service FP G-48 invoice or statement Ability to transfer full or partial account balances between accounts, FP G-49 without restriction G-50 Ability to transfer payment receipts between accounts, without restriction FP G-51 Ability to transfer account deposits from one account to another FP Ability to transfer customer service information from one account to FP G-52 another Ability to add or reverse previously posted payments, fees or account FP G-53 I charges t ? 122 CT I Ite G-54 Ability to view at least six months of complete account history, including payments, adjustments, fees, dates, etc .. .. FP .. G-55 Billing units of service controlled by one source FP G-56 Ability to track meter history FP G-57 Ability to define groups with billing rules that customers can be assigned to FP G-58 Ability to setup and attach rules to customer, service address or agreement FP G-59 Ability to clone records for at least customer and service address FP G-60 Centralized billing to customer regardless of number of service accounts FP G-61 Field validation rules (dates, duplicates, etc ) FP G-62 Ability to view notes for each account from every screen FP G-63 Role -based security level needs to be definable and assigned at the user or group level FP G-64 Accommodate allocation based water structure (tiered) FP G-65 Provide customer ability to view usage, current billing and billing history FP G-66 Provide customer ability to maintain their own profile with changes made to alert staff via email FP G-67 Provide customer ability to complete application online FP G-68 Customer submits online requests for service FP G-69 Provide customer ability to pay bill online (accepts credit cards, PayPal) FP G-70 Ability to attach notes for customer review of bills or accounts FP G-71 Ability to email correspondences and billing statements FP G-72 Support for mobile devices for field -based access FP Optional product Infinity Mobile G-73 Native systems support for existing read systems (Aclara / Radix) FP G-74 User interface must be web based NA Available in future release of V4 for CIS Infinity Currently in release for Infinity Mobile and infinity Link and Infinit BI G-75 Ability to create service charge adjustments according to definable, securable rules FP G-76 GIS integration FP G-77 Ability to associate master meter with service address FP G-78 Ability to maintain consumption history after meter change FP G-79 Ability to trigger alerts based on user -defined thresholds of usage FP G-8,0 Spellcheck on notes FP 123 G-81 I Ability to edit notes, once entered I F N 124 C31 W G-82 Ability to associate notes by department Vendor Resp FP Vendor Comments G-83 Ability to customize screen layout by user, so they see the things they need while hiding the things that aren't relevant to what they do FP G-84 Consistent navigation methodology across all screens FP G-85 Automated workflow processing FP G-86 Track and review collections sent to third parry agency from within system FP G-87 Export collections accounts to collection agency electronically FP G-88 System performance must accommodate a minimum of 24-users logged in and working at the same time in the system FP G-89 Ability to update and display account activity in real time FP G-90 Accommodate mailing addresses outside of United States FP G-91 Display by user (recently viewed) for the last "X' number of accounts viewed for easy navigation FP G-92 Automatically close existing account when a new account is created for service address FP G-93 Ability to process refunds against active accounts FP G-94 Block final closed accounts from accepting payments FP G-95 Automated report generation based on user -defined rules FP G-96 Scheduled processing for certain events based on user -defined rules FP G-97 Downstream processing of events based on other, definable events or act9ons FP G-98 Post receipts to / from closed accounts FP G-99 Ability to consolidate accounts FP 125 ADVANCED WTI LITY STSTtr4s 10.0 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 Attachment 1 in Part 5.) Submit references for fully completed live installations. If a separate 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 (see Attachment 1 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. City of Huntington Beach 126 HB -303- Item 5. - 265 SOFTWARE AND IMPLEMENTATION REFERENCE FORM Use this form for completion of Section 10.0 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 Rosa Phone: (707) 543-3960 Address: 630 3rd St, 2nd Floor, Santa Rosa, CA 95404 Government Project Manager Kunberly Zuntno Title: Water Resources Sustainability Manager Service Dates: Jul-08 to Oct-09 Software Program/Version: CIS Infinity, V3, Infinity Link Summary of Project: The City has a sizeable number of accounts that present fairly complicated billing scenarios Advanced was able to understand the issues and develop a plan to ensure the accounts billed correctly and were able to help automate the process Agency's Operating Budget: $29 million Number of Employees: 150 Hardware Price $ Software Price $ Database Platform: Microsoft SQL Server Operating System: Microsoft Windows Implementation Services $ Program Interface Price $ 127 Item 5. - 266 1 xB -304- SOFTWARE AND IMPLEMENTATION REFERENCE FORM Use this form for completion of Section 10 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: Padre Dam MWD Phone: (619) 258-4651 Address: 9300 Fannta Pkwv, Santee, CA 92071 Government Project Manager• Rene McConnell Title: Customer Service Representative Service Dates: Aug-12 to Dec-13 Software Program/Version: CIS Infinity, V3 Summary of Project: The District ended its CIS implementation with a successful Go Live on its target date The District noticed right away significant improvements in productivity provided by CIS Infinity's sophisticated automation and workflow tools Agency's Operating Budget: $53 million Hardware Price $ Software Price $ ,t Database Platform: Microsoft SQL Server Operating System: Microsoft Windows Number of Employees: 113 Implementation Services $ Program Interface Price $ 128 xB -305- Item 5. - 267 SOFTWARE AND IMPLEMENTATION REFERENCE FORM Use this form for completion of Section 10 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- San Juan Capistrano Phone: (949) 487-4301 Address: 32450 Paseo Adelanto, San Juan Capistrano, CA 92675 Government Project Manager: Stacie Sheek Title- Customer Service Representative Service Dates: Mar-01 to Jun-01 Software Program/Version: CIS Infimty, V3, Infin Link Summary of Project: Advanced provided the City with complete implementation implementation services including conversion, training and support These services were delivered by a team of knowledgeable professionals who follow a proven methodology Agency's Operating Budget: $9 million Hardware Price $ Software Price $ Database Platform: Microsoft SQL Server Operating System Microsoft Windows Number of Employees: 20 Implementation Services $ Program Interface Price $ 129 Item 5. - 268 xB -306- SOFTWARE AND IMPLEMENTATION REFERENCE FORM Use this form for completion of Section 10 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: Toho Water Authority Phone: (407) 944-5000 Address: 951 Martin Luther King Blvd, Kissimmee, FL 34741 Government Project Manager: Rodney Henderson Title: Director of Business Services Service Dates: Mar-12 to Feb 13 Software Program/Version: CIS Infinity, V3 Summary of Project: BY offering a wide range of functonality, CIS Infinity delivers what the Authority needs in order to enhance the customer service experience The Authority can now offer more service features such as proactve/automated notifications and conservation oriented communications Agency's Operating Budget: $75 million Hardware Price $ Software Price $ Database Platform: Microsoft SQL Server Operating System: Microsoft Windows Number of Employees: 250 Implementation Services $ Program Interface Price $ 130 HB -307- Item 5. - 269 SOFTWARE AND IMPLEMENTATION REFERENCE FORM Use this form for completion of Section 10 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: Chester Water Authority Phone: (610) 876-0940 Ext 249 Address: 415 Welsh Street, Chester, PA 19013 Government Project Manager: Tom Zetusky Title: Director, Business Office Service Dates: Mar-06 to Nov-06 Software Program/Version: CIS Infinity V3, Infinity Link, Infinity Mobile Summary of Project: Advanced provided CWA with a successful customer deployment that encompassed the following services Implementation, Training, Conversion and Support & Upgrades Agency's Operating Budget: $27 7 m lhon Number of Employees: 151 Hardware Price $ Software Price $ Database Platform: Microsoft SQL Server Operating System: Microsoft Windows Implementation Services $ Program Interface Price $ 131 Item 5. - 270 HB -308- ADVANCED O T t L I Y S Y S T EMS *At the request of our clients we do not disclose project price information at the RFP stage The City, however, can request this information directly from the references City of Huntington Beach 132 xs -309- Item 5. - 271 ADVANCED UT4 LITY ffi Ye? C440 11.0 Price Proposal ON of Huntington Beach 133 Item 5. - 272 HB 10- ATTACHMENT Z PROPOSED PRICE SCHEDULES N 134 W Cd N License Fees and Professional Services: City of Huntington Beach Utility Billing System RFP Schedule 1 Price Summary* Price Software License Fees 325,000 Vendor Software (Detail on schedule 2) Third Party Software (Detail on schedule 3) Prnfaccinnal Sannric- Project Management Services (Detail on Schedule 4) 122,500 Implementation and Configuration Services (Detail on schedule 5) 588,000 Bata Conversion Services (Detail on schedule 6) 87,500 Training Services (Detail on schedule 7) 122,500 Travel and Other Expenses (Detail on Schedule 8) 156,750 TOTAL FIXED PRICE FOR PROTECT 1,402,250 Snftwara AAaintananre R. Sunnort Nears 1-51 brad an Schedules 2 and 311 Year 1(to commence upon a module being placed in production) Maintenance standard Is upon installation 81,250 Year 2 85,313 Year 3 89,578 Year 4 94,057 Year 5 98,760 Total Maintenance and Support (years 1 through 5) 448,958 Total for Project Fixed Fee plus Maintenance / Support for 5 Years 1 1,851,208 Maximum annual percentage increase for Vendor's Maintenance and Support for Years 6 through 10 (schedule 2) 25 :1 Maximum annual percentage Increase for Third Party's Maintenance and Support for Years 6 through 10 {schedule 3} N/A Comment / Explanation 135 City of Huntington Beach Utility Billing System RFP Schedule 2 Vendor's License Fee Detail / Annual Maintenance and Support Detail Software License Fees for Vendor Software: Footnote Reference* Price CIS Infinity — 50 concurrent user licenses at $3,500 each 175,000 CIS Infinity —1 server site license 150,000 RA^f1eiloc Damairarl to imnlramont rime-tinnAity- CIS Infinity is not offered by module The City will obtain all functionality for CIS operations within the system in its entirety upon installation of software The above costs include all CIS functionality TOTAL VENDOR SOFTWARE 1 325,000 Maximum annual percentage increase for Vendor's Maintenance and Support for Years 6 through 10 25 Annual Maintenance and Support Year 1 Year 2 Year 3 Year 4 Year 5 81,250 1 85,313 89,578 94,057 9.9,760 See above * Footnote References - List any explanations or comments keyed to footnote references you enter above Advanced's municipal customers comparable in size and scope to the City of Huntington Beach use a maximum of 30-50 concurrent userlicenses Advanced would like to further discuss the concurrent user license needs with the City to ensure the proper amount of licenses are beina offered Our license her chart is below to show the license costs by concurrent user count 11 N 136 t� TOTAL VENDOR SOFTWARE 1 325,000 Maximum annual percentage increase for Vendor's Maintenance and Support for Years 6 through 10 25 Annual Maintenance and Support Year 1 Year 2 Year 3 Year 4 Year 5 81,250 1 85,313 89,578 94,057 9.9,760 See above * Footnote References - List any explanations or comments keyed to footnote references you enter above Advanced's municipal customers comparable in size and scope to the City of Huntington Beach use a maximum of 30-50 concurrent userlicenses Advanced would like to further discuss the concurrent user license needs with the City to ensure the proper amount of licenses are beina offered Our license her chart is below to show the license costs by concurrent user count 11 N 136 t� Concurrent License Schedule n�r MJFA H� rF CD N 138 co N 00 City of Huntington Beach Utility Billing System RFP Schedule 3 Third -Party License Fee j Annual Maintenance and Support Detail Footnote wrcware License Tor { nira party aortware: ncnerr[Mr rime No 3" Darts software required to run CIS Infinity I I_ TOTAL FOR THIRD -PARTY SOFTWARE Maximum annual percentage increase for Third Party's Maintenance and Support for Years 6 through 10 Annual Maintenance and Support Year 1 Year 2 Year 3 Year 4 Year S * Footnote References - List any explanations or comments keyed to footnote references you enter above 139 City of Huntington Beach Utility Billing System RFP Schedule 4 Professional Services / Project Management* Fee Detail Project Management Fees (Module Assigned); Price Explanation / Comment CIS Infinity 122,500 $170 per hour x 700 hrs Additional Modules Required to Implement Functionality: Sottware License for Third Party software: Total for Project Management (Module Assigned) Project Management Fees (Non -Module Assigned- Lump Sum) 122,500 Total Project Management 1223500 * 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 -sutra 140 w oa City of Huntington Beach Utility Billing System RFP Schedule 5 Implementation and Configuration Services Price Detail* Imniamant2hnn and Cnnflsliratlnn Prirac ihu Mndula Price Ex o la nat on /Conn merit CIS Infinity - Configuration 350,000 $175 per hour x 2,000 hrs CIS Infinity - Discovery 70,000 $175 per hour x 400 hrs CIS Infinity — Custom Reports 14,000 $175 per hour x 80 hrs CIS Infinity— Post Liv Onsite Support 84,000 $175 per hour x 480 hrs Cis Infinity — Interfaces 70,000 $175 per hour x 400 hrs Any Additional Modules Required to Implement Functionality: SoitWare License Tor Tnlra Party So?tware. Total Implementation & Configuration Price (Allocated to modules) Implementation and Configuration Price (Lump -sum for all other) 588,0017 'total Implementation and Configuration Price 588,000 *Proposers may elect to not allocate implementation and Configuration fees among the specific modules This can be done by filling in only the line toward the bottom of the schedule captioned "Implementation and Configuration Price (Lump -sum for all other)" Proposers ore 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 141 City of Huntington Beach Utility Billing System RFP Schedule 6 Data Conversion Services Conversion Services' Price txpianation/Lomment CIS Infinity —Conversion 87,500 $175 per hour x 500 hrs Total Conversion (assigned to specific flies) Conversion Services (Lump -sum for all other specified conversion needs) 87,500 Total Conversion Services 87,500 *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 142 :■ RE City of Huntington Beach Utility Billing System RFP Schedule 7 Training Services Price Detail Training Average Training Price by Module flays per Day Price Explanation/comment Further Further $175 per hour x 700 hrs discussion discussion CIS Infinity required required 122,500 Any Additional Modules Required to Implement Functionality: Software License for Third Party 5onware: Total Training 122,500 143 Travel Expenses, City of Huntington Beach Utility Billing System RFP Schedule 8 Travel and Other Price Detail Average Number of Price per Unit of Measure Units Unit Price Comment/Explanation Assumes per trip airfare However, Advanced will utilize appropriate local staff to minimize travel expense costs for the implementation at Huntington Transportation Price (e g Airfare) Number of Round -trips 55 trips 750 41,250 Beach 55 trips 4 days per On -site per them Number of on -site man -days week 50 13,750 Advanced will utilize appropriate local 55 trips 4 staff to minimize travel expense costs days per for the implementation at Huntington Other travel expenses Hotel/Lodging week 150 33,000 Beach 55 trips 4 days per 100 per Car Rental, Car Insurance trip day 27,500 150 per Taxi, Parking, Mileage 55 trips trip 8,250 600 per Travel Time 55 trips trip 33,000 Other Prices not Included Elsewhere• P a 55 estimated Total Travel Price trips $ 156,750 total estimated expenses 144 Total Travel and Other Prices MR OPTIONAL PRODUCT COSTS Infinity.Link customer portal via Internet Licenses Professional Services Annual Maintenance Infinity.Mobile mobile service orders Licenses Professional Services Annual Maintenance Infinity.eXpress portable payment centers 2 Kiosks - Licenses Estimated Hardware (not included) Professional Services Annual Maintenance Infinity.CreditCheck customer credit comparisons Advanced Payment Gateway credit card Site License $40,000 150 @ 175/hr $26,250 1 $10,000 Site License $30,000 100 @ 175/ hr $17,500 1 $10,000 Site License $5,000 1 $2,000 Fixed Rate $3,000 1 $1,250 Site License 1 $5,125 Upon request, quote can be Ce processing f I provided Upon request, quote can be Winity.BI business analytres dashboard I I provided Upon request, Infinity.EasyPay centralized caslucmng, quote can be czhj-unde in Partnerslup with Harris' Woroah) provided Upon request, Infinity.Teleconnect interactive voice quote can be response provided 147 ADVANCED UT t®TY SYST et48 12.0 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. In the event that Advanced is selected as the awardee for the contract to be awarded under this RFP, we request an opportunity to meet with representatives of the City to review, negotiate, and mutually agree to all contractual terms and conditions that will govern the services to be provided Advanced is prepared to promptly devote resources to such discussions so that a mutually acceptable contract may be concluded in an expeditious manner that aligns with the anticipated project schedule Our submission of a proposal in response to the RFP should be considered a commitment to provide the services sought under a fair and reasonable agreement between the parties We are mmdful that the City as a public entity may be required by statute and regulation to include certain clauses in any final contract We look forward to working with the City to finalize contract terms and conditions for this project that adequately address and protect the core interests of each party City of Huntington Beach 148 HB -')2s_ Item 5. - 287 ADVANCED UTI i i T Y 6V61 C!s 6 13.0 Sample Documents To establish a complete and competitive proposal, vendors must include sample copies of the following documents: A. Sample training manual ON of Huntington Beach 149 Item 5. - 288 xB -326- Bill Processing CIS Infinity Training Workbook HB -?7- A R VAN C Z;D TM UTILITY SYSTEMS a Division of N. Harris Computer Corporation AD VAN c [ED TI UTILITY SYSTEMS a Division of X, llarris Computer Oorporaiiora LESSON 1: CREATING AND PROCESSING METER READING FILES............................................................................5 REGULAR (CYCLE) BILLING FLOWCHART..............................................................................................................................7 CREATINGAN IMPORT FILE...............................................................................................................................................8 PROCESSING A METER READING EXPORT FILE....................................................................................................................11 ERRORHANDLING........................................................................................................................................................13 LESSON 2: CREATING A BILLING BATCH................................................................................................................16 TYPES OF BILLING BATCHES IN CIS INFINITY.......................................................................................................................18 CREATINGA BATCH OF BILLS..........................................................................................................................................18 BILLPROCESSING -BATCH CREATION................................................................................................................................19 CREATINGA BILLING BATCH............................................................................................................................................19 BILLPROCESSING FORM — DETAILS TAB............................................................................................................................22 BILLMESSAGES TAB.....................................................................................................................................................25 BATCHMESSAGES TAB..................................................................................................................................................26 LISTTAB.....................................................................................................................................................................26 BATCHCREATION QUIZ.................................................................................................................................................28 BATCHCREATION EXERCISE............................................................................................................................................28 LESSON3: CYCLE BILLS.........................................................................................................................................29 CREATINGA BATCH OF CYCLE BILLS..................................................................................................................................30 PROCESSING EXCEPTIONS...............................................................................................................................................33 PROCESSING EXCEPTIONS —OPTION 1 EXCEPTION REPORT...................................................................................................33 DELETINGAN ENTRY.....................................................................................................................................................34 PROCESSING EXCEPTIONS — OPTION 2 TRANSFER EXCEPTIONS..............................................................................................35 LESSON4: READING ENTRY FORM.......................................................................................................................38 UNDERSTANDING THE READING ENTRY WORKFLOW...........................................................................................................39 MANUALLY ADDING AN ACCOUNT TO A BILL BATCH.............................................................................................................40 READINGENTRY - DATES GRID........................................................................................................................................44 READINGENTRY - READINGS GRID...................................................................................................................................46 READINGENTRY - EXCEPTIONS GRID................................................................................................................................50 READINGENTRY EXERCISE..............................................................................................................................................50 LESSON5: BILLING JOURNALS..............................................................................................................................52 SELECTINGA JOURNAL OUTPUT.......................................................................................................................................53 SUBREPORTS OF THE BILLJOURNAL.................................................................................................................................54 JOURNAL PRINT FROM THE BILL JOURNAL FORM.................................................................................................................58 EXPORTJOURNAL TO FILE..............................................................................................................................................59 PRINTINGA SUMMARY JOURNAL.....................................................................................................................................60 JOURNAL GROUPING AND SORTING OPTIONS....................................................................................................................60 EXERCISE- BILL JOURNAL...............................................................................................................................................62 LESSON 6: PENDING BILLS, PRINTING BILLS AND UPDATING BILLS.......................................................................65 PENDINGBILLS............................................................................................................................................................66 2of198 Item 5. - 290 HB -28- A N C UTILITY S; YS'1• EMS a Division of N. Harris Campuler Corporation PRINTINGBILLS............................................................................................................................................................66 UPDATINGA BATCH OF BILLS..........................................................................................................................................70 BILLDETAILS...............................................................................................................................................................71 LESSON7: MANUAL BILLS....................................................................................................................................74 CREATINGA BATCH OF MANUAL BILLS..............................................................................................................................75 READINGENTRY...........................................................................................................................................................76 READINGSTAB.............................................................................................................................................................77 USINGOVERRIDE CONSUMPTION....................................................................................................................................78 DETAILSTAB...............................................................................................................................................................79 CHARGESTAB..............................................................................................................................................................80 FLAT/RENTAL TAB.......................................................................................................................................................81 POINTOF SALE TAB......................................................................................................................................................82 ALLACCOUNTS TAB......................................................................................................................................................83 SEARCHING FOR CUSTOMERS IN A BATCH..........................................................................................................................84 FUNCTION BUTTONS IN THE READING ENTRY FORM............................................................................................................85 MANUALBILLS EXERCISE...............................................................................................................................................89 MANUALBILLING BATCH QUIZ.......................................................................................................................................89 LESSON8: FINAL BILLS......................................................................................................................................... 91 CLOSING SERVICE ORDERS FROM READING ENTRY..............................................................................................................92 READINGENTRY...........................................................................................................................................................93 RELATED FINAL BILL FUNCTIONALITY................................................................................................................................95 CHANGE OF ACCOUNT STATUS THROUGH FINAL BILLING......................................................................................................95 FINALBILL EXERCISE.....................................................................................................................................................96 FINALBILL BATCH QUIZ.................................................................................................................................................97 LESSON9: CANCELLED BILLS................................................................................................................................98 CREATING A BATCH OF CANCELLED BILLS...........................................................................................................................99 REQUESTINGTO CANCEL A BILL......................................................................................................................................101 BILLSTAB GRID TOOLS................................................................................................................................................101 CANCELA BILL AS A WHOLE.........................................................................................................................................102 REMOVE A CANCELLATION REQUEST FOR ENTIRE BILL.......................................................................................................104 CANCELING AN INDIVIDUAL SERVICE FOR AN UPDATED BILL................................................................................................104 REMOVE A CANCELLATION REQUEST FOR A SERVICE..........................................................................................................106 CANCELING MULTIPLE BILLS ON A CUSTOMER ACCOUNT.....................................................................................................106 READINGENTRY.........................................................................................................................................................106 ACCOUNTDATA TAB...................................................................................................................................................107 CHARGESTAB............................................................................................................................................................107 CANCELLINGA FINAL BILL............................................................................................................................................110 MASSCANCELLING AN ENTIRE BATCH............................................................................................................................110 CANCELINGA BILL EXERCISE.........................................................................................................................................114 CANCELLEDBILL QUIZ.................................................................................................................................................115 LESSON10: CANCEL / REBILLS............................................................................................................................116 3 of 198 HB _329_ Item 5. - 291 A D V N � � Tu UTILITY SYSTEMS a Divivion of N. Harr" compwler Corporation CREATING A BATCH OF CANCEL / REBILLS........................................................................................................................117 REQUESTING TO CANCEL AND REBILL..............................................................................................................................119 BILLSTAB GRID TOOLS................................................................................................................................................119 REQUEST A CANCEL AND REBILL FOR ALL SERVICES............................................................................................................119 REQUEST TO CANCEL AND RE -BILL FOR ONE SERVICE.........................................................................................................121 REQUEST CANCEL AND RE -BILL FOR MULTIPLE BILLS.......................................................................................................123 REMOVE A CANCEL AND RE -BILL REQUEST......................................................................................................................124 READINGENTRY.........................................................................................................................................................124 ACCOUNTDATA TAB...................................................................................................................................................124 LESSON 11: CANCEL CONVERTED BILLS..............................................................................................................128 ADJUSTINGTHE A/RS.................................................................................................................................................129 SERVICESTAB............................................................................................................................................................131 REQUEST TRANSACTION PICKUP AND CASH PROCESSING....................................................................................................134 BILLPROCESSING.......................................................................................................................................................137 LESSON12: AUTO FINAL BILLS...........................................................................................................................139 CYCLE CONTROL & CYCLE BOOK CONTROL......................................................................................................................140 OPTION 1: FROM THE METER READING IMPORT EXPORT FILE..........................................................................................141 OPTION 2: FROM THE MANUAL READING PROCESSING ENTRY FORM..................................................................................144 LESSON 13: ONLINE BILLING..............................................................................................................................148 ONLINEBILL STATUS CONTROL.....................................................................................................................................149 ONLINE BILLS PROCESSING...........................................................................................................................................151 IMPORT....................................................................................................................................................................153 READINGENTRY FORM................................................................................................................................................153 FILTERS....................................................................................................................................................................155 SCENARIOS FOR PRINTING AND UPDATING BILLS................................................................................................................165 LESSON 14: MASTER & SUB METERS..................................................................................................................171 RULESFOR MASTER & SUB METERS..............................................................................................................................172 CONFIGURING MASTER AND SUB METERS......................................................................................................................173 CUSTOMER ACCOUNT INQUIRY FORM............................................................................................................................174 BILLPROCESSING.......................................................................................................................................................182 LESSON 15: CONSOLIDATED BILLING................................................................................................................186 CONSOLIDATED BILL GROUPS.......................................................................................................................................187 BILLINGCYCLES AND BOOKS.........................................................................................................................................187 NEWSERVICES...........................................................................................................................................................189 ADDING RECORDS TO THE BILL PRINT GROUP CONTROL....................................................................................................193 EDITING RECORDS IN THE BILL PRINT GROUP CONTROL.....................................................................................................196 BILLPROCESSING.......................................................................................................................................................197 4of198 Item 5. - 292 NB - o- i � ', TM UTILITY SYSTEM1S a Division of N Harris Compwter Corporation Lesson 1: Creating and Processing Meter Reading Files CIS Infinity Billing Workbook 5 of 198 14B _; ; _ Item 5. - 293 UTILITY S YSTEMS a Division of X Harris Computer Corporation Introduction CIS Infinity is designed to accommodate various billing schedules and billing for various services while meeting the consistent needs of our clients for a comprehensive, yet easy to navigate, billing system. The lessons in the CIS Infinity Billing Workbook outline various billing functionality and will help you to comprehend the components of the billing process. We will begin with gathering the reads from CIS Infinity into a file to be loaded into the handheld for the meter reads. We will then bring the reads back into CIS Infinity to be processed for billing. The figure below represents a Regular (or Cycle) billing flowchart: NOTES Lesson 1 6 of 198 Creating and Processing r^o*or 1 eading Files Item 5. - 294 xB Regular (Cycle) Billing Flowchart NOTES Lesson 1 Creating and Processing Meter Reading Files V E TM V T I L I T Y S Y S T JE M S a Division of ff Harris Cal puler Corporation Create Meter Reading Import File (DCI) Meter Reader enters reads into handheld Process Meter Reading Export File (DCO) Pre -Exception Report (optional) Create a batch of Bills Calculate Bills Print Bills Update Bills 7 of 198 Item 5. - 295 HB D V N C TM UTILITY SYSTEMS a 1Dt►r sltaol of x. Harris campufer carporarion Processing Meter Reading Files Creating an Import Fite Before creating a batch of cycle bills, use the Create Meter Reading Import File form to pull the information from CIS Infinity into a file that can then be loaded into the handhelds. 1. Open the Create Meter Reading Import File form from the Billing Menu. Meter f eadaag soffia re Radix Import File Final Us? Cyde Cyde 01 +� Books 000 ,001 ,002 ,003 ,00 SchediAedReadirate<05,609/2008 ProcessingResats critical Read gate 05712; 2003 Number of Accoi nts in Cyde Ming Date 115 21,r'2008 Nmiber of Meters in Cycle Y,_tD�y p select services to i npo t. To Entport all Services, nualce no selection. Avalable Selected Deduct Sewer Deduct Vvater t Fireline f' Free Account Refuse Sewer Supercans Water Field Notes Meter Reading Software Select the Meter Reading Software used by your Utility from the drop down list. Final Bills Selected when processing Auto Final Bills — See Lesson 12. NOTES Lesson 1 Creating and Processing ',A-t--'?eading Files Item 5. - 296 HB -334- 8 of 198 A 0 V A N C Z 0 TM UTILITY S YSTEPOIS a Division of N. Harris Computer Corporation Field Notes Cycle Select the Cycle for which the meter reading file is being created. Books Select the books within the cycle for the meter reading file. Scheduled Read Date Enter the date for which the readings are scheduled. This is information only being passed to the handheld, there is no functionality tied to this date. Critical Read Date Enter the date the reading must be completed by. This is information only being passed to the handheld, there is no functionality tied to this date. Billing Date Enter the date the cycle is due to be billed. This is information only being passed to the handheld, there is no functionality tied to this date. Pass Must Read to DCI Obsolete field Select Services to Import If you want all services to go to the meter reading file, do not make a selection. If you wish just specific services to be read, select them from the Available list and use the Add selected item C button to move them to the Selected list. Note: Please note that the CIS Infinity takes the actual dates from the meter AO reading file to use in bill calculation and update — regardless of what dates are Pntprpd here. 2. Select the Process button. NOTES Lesson I Creating and Processing Meter Reading Files 9 of 198 Item 5. - 297 H B T UTILITY S YSTEMS a Division of X Harris Compwer Corporation 3. The DCIHolding folder has been mapped within CIS Infinity to offer some consistency in where you save the text file that is created. 4. Once the file has been saved to the DCIHolding folder, the Create Meter Reading Import File will display the results of the file created. NOTES Lesson 1 10 of 198 Creating and Processing '?eading Files Item 5. - 298 FIB-336- N p TM UTILITY S Y S T E POI S a Division of N. Harris C"campwer Corporation Process Results Number of Accounts in Cycle i 5 Number of Meters in Cycle 5. Processing Results — auto fills with the number of accounts and meters in the file that has been created. This allows the user creating the file to validate the number of accounts and meters being passed from CIS Infinity to their meter reading software as they usually know approximately how many of each should be in a particular cycle. Remember, these two numbers can be different because you may have more then one meter at an account. Processing a Meter Reading Export File Before creating a batch of cycle bills, use the Process Meter Reading Export form to extract reads from a meter reading file so that you can use them to calculate bills in CIS Infinity. The form also detects errors in the meter reading export file and provides an error log that you can save. 1. Open the Process Meter Reading Export File form from the Billing Menu. NOTES Lesson 1 Creating and Processing Meter Reading Files 11 of 198 Item 5. - 299 HB -37- "A N C E D TM UTILITY SYSTEMS a Division of X, Harris Computer Corporation Field Notes Meter Reading Software Select the Meter Reading Software used by your Utility from the drop down list. Number of Accounts Processed Once the file has been completed the results for the number of accounts will be displayed. Number of Meters Processed Once the file has been completed the results for the number of meters will be displayed. Errors Threshold If you want to limit the number of errors that can occur before the process will abort, enter the number or leave at Zero to disable. Resequence Select the Resequence checkbox if you wish to resequence the call number (sequence) based on the read order in the meter reading file. File Name Click the Browse button and locate the meter reading file to be processed. 2. The DCOHolding File opens and allows you to pick the appropriate file for processing. Lesson l 12 of 198 Creating and Processing ""-,-reading Files Item 5. - 300 HB - -38- V C "TM UTILITY S Y T M S a Division of N Harris Computer Corporation 3. Click the ': _. ',. °' Process button to process the Export File. Note: CIS Infinity is now holding all the reads and they are waiting to be billed. In CIS Infinity, all reads are held in the some place (Manual Reading Entry form) regardless of the type of bill. The system looks at the Manual Reading Entryform to see if anything is there during bill calculation and the reads remain until they are processed throuah a billina batch. Error Handling The Errors Threshold field allows the user to enter the number of errors that can occur in the Meter Reading Export File before the job will abort. Zero disables the functionality. The Errors tab is not enabled until the processing of the file has been completed and only then if an error has occurred. During the process, if an error does occur, a message appears requiring user intervention. The user will be asked if they wish to ignore the error and will be presented with three options; Yes, Yes All, No. NOTES Lesson 1 Creating and Processing Meter Reading Files 13 of 198 Item 5. - 301 HB -339- UTILITY SYSTEMS a Division of N Harris Computer Corporation • By selecting Yes, the first error that occurred will be ignored (and recorded on the Errors tab) and the process will continue until the next error occurs. • By selecting Yes All, every error that occurs during the process will be ignored (and recorded on the Errors tab) until either the process is completed, or the Error Threshold is reached if selected. • By selecting No, the process will be aborted completely. Once the process is complete a message appears displaying the total number of errors that occurred and the Errors tab will be enabled. i The Meter Reading Export process has completed Wth 1 error. The errors are displayed on the Errors tab. `� OK The Errors tab will contain the following information: NOTES Lesson 1 14 of 198 Creating and Processing TA-+--'?eading Files Item 5. - 302 IJB -; �o- UTILITY $YTE1AS a Division of , Harris Computer Corporation Process Info Errors Fie trlatneFoPym�usUnhouse fraincna�4'3Training CIS3COEerorsZQ?8 j Meter Reading Export File: C:DOCUMENTS AND SEMNGS$TBEST,ADVANCEDUTIL1lYPESKTQP)TECHt�ICAL SERVICES\BUILD TESTINGPCOFILES�A3ITOFIf iAL 18L.T)(T Meter Reading Software: itron MVRS (3) Meter Reading Export Process Key: S The Meter Reading Export process has completed with 1 error. Error «1: Reading Type W not found for account 00048200 , meter T00001 10 DCO file name Whether the job was completed or aborted All errors, including the error message and the record it occurred on There is an Export button that allows the user to send the contents of the Errors tab to a text file. This is necessary as once the form is closed, the information is no longer available from the form. NOTES Lesson 1 Creating and Processing Meter Reading Files 15 of 198 Item 5. - 303 HB - 41- ADVANCED UT I L s 7 T % YST E n S B. Sample user guide ON of Huntington Beach 150 Item 5. - 304 HB -342- _, A N C E D TM UTILITY SYSTEMS a Division of N. Harris Compwier Corporation Minimum Deposit for Interest User Guide Overview CIS Infinity has been enhanced to allow optionally restricting the accrual of interest on deposits based on the deposit amount. This means that interest will not be granted on a deposit unless the deposit exceeds a specified amount. For example, only deposits greater than $100.00 are eligible to receive the interest calculation. Configuration Requirements In the Account Type Deposit Control form, the Minimum Deposit Amount for Interest textbox has been added to allow entering the minimum deposit amount that will qualify an account to calculate interest on the deposit. The Minimum Deposit Amount for Interest can be configured by account types. Values less than zero (0) will not be accepted. Quote Interest Waiver � Apply Deposit Refund list Account Type R .,sic. ial Deposit AIR Code 'epo it _. Deposit Interest AIR Code C eF,r tin e. t Interest Perr_ent � 3 U. -7 _ Interest Transaction Code ra tster T_ ! ere>i` Inte'esc Minimum Amount for Interest F $11 p.L1C vo Inte, est L t' bI 'DepDzi, FQ1 v Pad 17, �w31C�f I-?,ttttri, t_i'P��t cntG". To include interest on a minimum deposit 1. On the Account Type Deposit Control form, when adding or editing a deposit record, select the Interest tab. The Interest tab appears. 2. From the Account Type drop down list, select the account type, e.g. "Residential". Minimum Deposit for Interest User Guide Page l of 3 HB -343-Item 5. - 305 TM UTILITY SYSTEMS a Division o,; N. Harris Computer Corportzlion 3. From the Deposit A/R Code drop down list, select the desposit A/R code, e.g. "Deposit EL". 4. From the Deposit Interest A/R Code drop down list, select the desposit interest A/R code, e.g. "Deposit Interest". 5. Enter the interest percent, if required in the Interest Percent spinbox, e.g. 50%. 6. From the Interest Transaction Code drop down list, select the interest transaction code, e.g. "Transfer to Deposit Interest". 7. In the Minimum Amount for Interest textbox, enter the minimum deposit amount. Only accounts with a deposit amount greater than this minimum amount will qualify for calculating interest on the deposit. 8. Click on the Save button to save the record. Deposit Interest Pickup Routine The deposit interest calculation process is initiated by the Deposit Interest Pickup routine. This process will only select deposits for interest calculation that exceed the amount in the Minimum Amount for Interest textbox in the appropriate record of the Account Type Deposit Control form. Otherwise, accounts with a deposit balance less than the Minimum Amount for Interest will not receive interest. Minimum Deposit for Interest User Guide Page 2 of 3 Item 5. - 306 H B -344- V r UTILITY SYSTEMS a Division of N, Harris Compaler Corporaiian To run the Deposit Interest Pickup routine 1. Open the Deposit Interest Pickup Routine form. 2. In the Enter date for interest calculation textbox, enter the date for the interest calculation. 3. Click to select the Apply Accrued interest on Deposit checkbox, if accrued interest should be applied on the deposit. 4. Leave the All Companies checkbox selected to apply interest on all applicable companies. Otherwise, uncheck the All Companies checkbox and select the companies that apply. 5. In the Deposits A/Rs mover list, select the deposit A/Rs to use in the interest calculation process. 6. Click on the Process button to run the deposit interest pickup now. Otherwise, click the Submit button to submit this process to the Scheduler. Note: Deposit interest is also calculated in final billing. In this case, the interest calculation process checks member deposits from the last time the deposit allocated interest to the date of the final bill. For more information on Final Billing, please review the CIS Infinity Online Help topic "Creating a batch of final bills". Minimum Deposit for Interest User Guide Page 3 of 3 HB -345- Item 5. - 307 ADVANCED W I I L I T Y 5 Y S It M C. Sample functional, technical and support documentation ON of Huntington Beach 151 Item 5. - 308 HB -346- hN TM UTILITY SYSTEMS a Division of A, Harris Coo" user Corporation Penalty Pickup - Ability to Select Books - Specifications Document Overview Client Name External Document ID ServiceWise ID Document Name Document Version Document Category Type Document Author(s) Document Reviewer(s) Development Resource Client Resource Advanced Project Manager Advanced Tech Lead Target Release Client Change Order# 4 SW# 61605 Penalty Pickup — Ability to Select Books — Specifications 1 Functional/Technical Specifications Virginia Moraru Greg Roberts TBD TBD TBD TBD CIS Infinity Version 3 Penalty Pickup — Ability to Select Books — Specifications Page I of 10 HB _'4 _ Item 5. - 309 . A N C E D TM UTILITY SYSTEMS a Division of X. Harris Compaier Corporadom Table of Contents Penalty Pickup — Ability to Select Books — Specifications..................................................................... I DocumentOverview................................................................................................................................ I Tableof Contents.....................................................................................................................................2 1. Enhancement Summary ....................................................................................................................... 4 1.1 Overview................................................................................................................................... 4 1.2 Reason for Enhancement..........................................................................................................4 1.3 Scope.........................................................................................................................................4 1.4 Summary ................................................................................................................................... 4 2. Process Overview................................................................................................................................ 6 2.1 Process Flow..................................................................................................................................6 2.2 Flow Diagrams..........................................................................................................................6 2.2.1 Flow Diagram (Client)................................................................................................................6 2.2.2 Flow Diagram (Advanced)......................................................................................................... 6 3. Functional Enhancements.................................................................................................................... 6 3.1 User Interface................................................................................................................................6 3.1.1 Penalty Pickup Form.............................................................................................................6 3.2 Processing Logic............................................................................................................................ 7 3.2.1 Penalty Pickup Form............................................................................................................. 7 3.3 Screen Mock-ups......................................................................................................................... 7 4. Programming Modifications.........................................................................................................8 4.1 Visual Form Changes.................................................................................................................... 8 4.1. l Penalty Pickup Form............................................................................................................. 8 4.2 Form Logic Changes..................................................................................................................... 8 4.3 Business Object Changes..........................................................................................................8 4.3.1 Penalty Business Objects...................................................................................................... 8 4.4 Report Changes.............................................................................................................................. 8 4.5 Technical Flow Diagram............................................................................................................... 8 5. Interface Files......................................................................................................................................9 Penaltv Pickup -Ability to Select Books — Specifications Page 2 of 10 Item 5. - 310 HB -348- AD VAN C ED TM UTILITY SYSTEMS a Division vi X Harris Coas paal-ar Corparration 5.1 Files Overview...............................................................................................................................9 5.2 File Layouts................................................................................................................................... 9 5.3 Sample Input / Output...............................................................................................................9 5.3.1 File Naming/Location........................................................................................................... 9 5.3.2 Sample File...........................................................................................................................9 6. Structural Modifications...................................................................................................................... 9 6.1 Table Changes............................................................................................................................... 9 6.2 New Tables....................................................................................................................................9 7. Impacts................................................................................................................................................. 9 7.1 Impact on Reports..........................................................................................................................9 7.2 Impact on Searches/Filters........................................................................................................... 10 7.3 Impact on Bookmarks..................................................................................................................10 7.4 Impact on Scheduler....................................................................................................................10 7.5 Impact on Configuration..............................................................................................................10 7.6 Impact on Conversion.................................................................................................................. 10 8. Questions/Issues................................................................................................................................ 10 Penalty Pickup — Ability to Select Books — Specifications Page 3 of 10 HB -349- Item 5. - 311 A N C E D TM UTILITY SYSTEMS a Division of N, Harris Computer Corporation 1. Enhancement Summary 1.1 Overview a) CIS Infinity currently assesses penalties on accounts selected by cycle in the penalty pickup routine. b) Client requires the ability to apply penalties by selecting accounts based on the cycle and book to which they belong. 1.2 Reason for Enhancement a) Client is billing the accounts throughout the month and is assessing penalties different times of the month for accounts that are part of the same billing cycle. b) Client needs to be able to further select the accounts within a cycle when processing penalties. This functionality can be achieved by allowing the selection of accounts by cycle and book when running the penalty pickup. 1.3 Scope a) These specifications cover the enhancements to the Penalty Pickup form and the four existing penalty methods, to apply penalties on accounts selected based on the cycle/book to which they belong. They do not cover the calculation of the penalties in CIS Infinity. 1.4 Summary Penaltv Pickup — Ability to Select Books — Specifications Page 4 of 10 Item 5. - 312 HB -,5u- A N C E D TM UTILITY SYSTEMS Category Description Products CIS Infinity Interface Direction N/A Interface Format N/A Interface Frequency N/A Penalty Pickup — Ability to Select Books — Specifications Page 5 of 10 HB _; 51 - Item 5. - 313 A N C E D TM UTILITY SYSTEMS a Division ofJ'. Harris Cafflpr+ier Corporation 2. Process Overview 2.1 Process Flow a) When running the Penalty Pickup form the user will have the option to assess penalties on all the cycles or on selected cycles/books. b) When the user will un-select the option to apply penalties on all cycles, two grids will be displayed to allow the user to select the cycles and related books that are going to be used to retrieve accounts to calculate penalties for. c) When running the penalty pickup, a cash batch of penalty transactions will be created. Only accounts that are part of the cycles/books selected in the Penalty Pickup form will be added to the cash batch of penalty transactions. 2.2 Flow Diagrams 2.2.1 Flow Diagram (Client) a) Not provided. 2.2.2 Flow Diagram (Advanced) a) Not provided. 3. Functional Enhancements 3.1 User Interface 3.1.1 Penalty Pickup Form a) The Penalty Pickup form will be modified to display two new grids containing cycles and books stored in CIS Infinity: cycle grid and books grid. b) The cycle grid will display the list of cycles stored in CIS and a select checkbox that allows the user to select/unselect cycles. c) The books grid will display the list of books linked to the selected cycle and a select checkbox that allows the user to select/unselect books. d) Anew button will be added above the books grid to allow the user to switch the selected flag on all the books associated with the selected cycle. Penaltv Pickup — Ability to Select Books — Specifications Page 6 of 10 Item 5. - 314 1113 - -52- ATM UTILITY SYST1EMS a Division of N. Harris Compater Corporation 3.2 Processing Logic 3.2.1 Penalty Pickup Form a) The cycle grid and the books grid will not be visible on the Penalty Pickup form if all cycles have been selected. b) The cycle grid and the books grid will become visible on the Penalty Pickup form only when the option to apply penalty on all cycles is un-selected. c) The books grid will be populated dynamically with the list of books linked to the cycle selected in the cycle grid. 3.3 Screen Mock-ups a) Penalty Pickup form allowing the selection of cycle/book combinations. Enter Penalty Pickup Date Select Cyde(s,) to Calculate T Ifflom Select iescfipa Enter Mamum Payment Date for New Credits � � C ,�� ......., yriDl . v o, 15i2,1lo v Cvde 02 40 Cycle 03 I Cams hies • Cycle 04 • CYde 05 I Cvde QB .� Penalty/b6estProcess Cycle iQ l✓ ,All Cycles Book 202 Book 202 Book -103 Book 204 Book 205 Book 206 Penalty Pickup — Ability to Select Books — Specifications xB 3- Page 7 of 10 Item 5.-315 TM UTILITY SYSTEMS a Divivion of X, Harris Compwier Corporation 4. Programming Modifications 4.1 Visual Form Changes 4.1.1 Penalty Pickup Form a) The Penalty Pickup form will be modified to display two new grids containing cycles and books stored in CIS Infinity: cycle grid and books grid. b) The cycle grid will display the list of cycles stored in CIS and a select checkbox that allows the user to select/unselect cycles. c) The books grid will display the list of books linked to the selected cycle and a select checkbox that allows the user to select/unselect books. d) A new button will be added above the books grid. The button will allow the user to switch the selected flag on all the books associated with the selected cycle 4.2 Form Logic Changes a) There are no form logic changes required for this interface. 4.3 Business Object Changes 4.3.1 Penalty Business Objects a) The penalty business objects (colCustom::cstpenaltyPickup, penalty:: cstInterestPickup, penalty::cstPenaltyFlat, penalty:;cstPenaltyFlatByCurrentBalance) will be modified to select and assess penalties only on the accounts that are part of the cycles and books selected in the Penalty Pickup form. 4.4 Report Changes a) No existing reports will be modified as part of this enhancement. 4.5 Technical Flow Diagram a) Not Available Penalty Pickup — Ability to Select Books — Specifications Page 8 of 10 Item 5. - 316 HB - 54- TM uTILITV SYSTEM:S a ,pivirion of ff Morris omrpta*r Corporation S. Interface Files 5.1 Files Overview a) Not Applicable. 5.2 File Layouts a) Not Applicable. 5.3 Sample Input / Output 5.3.1 File Naming/Location a) Not Applicable. 5.3.2 Sample File a) Not Applicable. 6. Structural Modifications 6.1 Table Changes a) No existing tables will be modified as part of this enhancement. 6.2 New Tables a) No new tables will be created as part of these enhancements 7. Impacts 7.1 Impact on Reports a) There is no impact on standard reports, cash / bill prints and journals. Penalty Pickup — Ability to Select Books — Specifications Page 9 of 10 HB _355_ Item 5. - 317 A N C E D TM U T I L IT Y SYS T EMS er Divsian �s�£�, N�rrA� CoRapuer �'�rpt�rt�ait�� 7.2 Impact on Searches/Filters a) There is no impact on standard searches and filters. 7.3 Impact on Bookmarks a) There is no impact on bookmarks used for letters and service orders. 7.4 Impact on Scheduler a) The Penalty Pickup is a schedulable process. It can either be triggered using the CIS Infinity scheduler or manually initiated by a user. b) The selection of cycles and books will be made available to the scheduler. 7.S Impact on Configuration a) There is no additional configuration required as part of these enhancements. 7.6 Impact on Conversion a) There is no impact on conversion related activities as part of these enhancements. 8. Questions/Issues a) No questions at this time Penaltv Pickup — Ability to Select Books - Specifications Page 10 of 10 Item 5. - 318 1-113 -3-56- MAS90 GL Interface Specifications Document Overview Client Name ServiceWise ID External Document ID Document Name Document Version Document Category Type Document Author(s) Document Reviewer(s) Development Resource Client Resource Advanced Project Manager Advanced Tech Lead Product/Version Documentation Required Client Approval Ur TM UTILITY SYSTEMS a Division of X, Horris Computer Corparation Client 64763 Interface # 1 MAS90 GL Interface Specifications 1 Functional/Technical Specifications Wink Craddock Greg Roberts, Virginia Moraru Wink Craddock TBD Kerry Dennis TBD CIS Infinity, Version 3 End -User, Test Scripts Printed Name Signature Date MAS90 GL Interface Specifications Page 1 of 20 HB - 3;7- Item 5. - 319 A D � . TM UTILITY SYSTEMS a Division of X. Harris Compuier Corporation Table of Contents MAS90 GL Interface Specifications........................................................................................................ I DocumentOverview................................................................................................................................ 1 ClientApproval....................................................................................................................................... I Tableof Contents..................................................................................................................................... 2 1. Enhancement Summary ....................................................................................................................... 4 1.1 Overview.......................................................................................................................................4 1.2 Reason for Enhancement............................................................................................................... 4 1.3 Scope.............................................................................................................................................4 1.4 Summary ........................................................................................................................................5 2. Process Overview................................................................................................................................6 2.1 Process Flow..................................................................................................................................6 2.1.1 General Ledger Export ......................................................................................................... 6 2.1.2 Transaction Code Configuration.......................................................................................... 7 2.2 Flow Diagrams.............................................................................................................................. 7 3. Functional Enhancements....................................................................................................................8 3.1 User Interface................................................................................................................................ 8 3.1.1 Transaction Code Control..................................................................................................... 8 3.1.2 Company/Division Transaction Code Control ..................................................................... 8 3.2 Screen Mock-ups........................................................................................................................... 9 3.2.1 Transaction Code Control.....................................................................................................9 3.2.2 Company/Division Transaction Code Control ...................................................................10 4. Programming Modifications..............................................................................................................11 4.1 Form Logic Changes...................................................................................................................11 4.1.1 Transaction Code Control (frmGLE00I)...........................................................................11 4.1.2 Company/Division Transaction Code Control (frmGLE002)............................................11 4.2 Business Object Changes.............................................................................................................12 4.2.1 GL Update..........................................................................................................................12 4.2.2 MAS90 General Ledger Export ..........................................................................................12 ..............__........ ......____... . MAS90 GL Interface Specifications Page 2 of 20 Item 5. - 320 HB -358- 4.3 Error HandlingNalidation.................................. 4.3.1 MAS90 General Ledger Export ................. 4.4 Report Changes ................................................... 4.5 Technical Flow Diagrams ................................... 5. Interface Files........................................................... 5.1 File Overview ..................................................... 5.2 File Layout.......................................................... 5.2.1 MAS90 General Ledger Export File ......... 5.3 Sample Input/Output........................................... 5.3.1 File Naming/Location................................ 5.3.2 Sample File ................................................ 6. Structural Modifications ........................................... 6.1 Table Changes .................................................... 6.2 New Tables......................................................... 7. Impacts - Technical ................................................... 7.1 Impact on Reports .............................................. 7.2 Impact on Searches/Filters.................................. 7.3 Impact on Bookmarks ......................................... 7.4 Impact on Scheduler .......................................... 7.5 Impact on Configuration .................................... 7.6 Impact on Conversion ........................................ 8 Questions/Issues TM U 'T I L, 1 T Y S YSTE MS ,a Division of N, Harris Computer Corporation ......................................................................13 ......................................................................13 ......................................................................13 ...................................................................... 13 ..................................................................... 14 .....................................................................14 .....................................................................14 .......................................................................14 .......................................................................16 .......................................................................16 .......................................................................16 .......................................................................17 .................................................................17 .......................................................................18 .......................................................................19 .....................................................................19 .......................................................................19 .......................................................................19 .......................................................................19 ....................................................................... 19 .......................................................................19 ----------------.20 ............................................................ MAS90 GL Interface Specifications HB - 359- Page 3 of 20 Item 5. - 321 AD VAN C ED1rM UTILITY S Y S T M S d'Division of N. Harris Computer Corporation 1. Enhancement Summary 1.1 Overview a) An interface will be created in CIS Infinity to pass General Ledger activity to the Sage MAS90 (MAS90) system. This interface will generate text files that will be imported into the MAS90 system. b) Transaction code configuration will be expanded to allow 4-sided transactions. 1.2 Reason for Enhancement a) Interface # I in the Client scope of work describes the addition of functionality to send general ledger transactions from CIS Infinity to the MAS90 system currently in use at Client. b) During the Configuration and Modification discovery processes, it was identified that due to the nature of Client's accounting requirements, it is necessary for specific transactions to contain 4 sides (two debits and two credits). 1.3 Scope a) These specifications outline the technical details of the CIS Infinity side of the interface with the MAS90 General Ledger system. These include the file layout as well as any technical enhancements to CIS Infinity required to support this interface. b) These specifications also cover the functional enhancements required for the additional general ledger entries to be generated for 4-sided transactions. c) These specifications do not cover the billing and cash updating (posting) process in CIS Infinity, or the relationship between transaction codes and general ledger account numbers within CIS Infinity. d) These specifications also do not cover how MAS90 processes the general ledger export file. MAS90 GL Interface Specifications Page 4 of 20 Item 5. - 322 HB -360- TM UTILITY SYSTEMS a Division of N, Harris C-onipwer Corporation 1.4 Summary Category Description Type Interface Complexity Medium Modules / Forms / Tabs General Ledger, Transaction Code Control, Company/Division Transaction Code Control Products CIS Infinity Interface Direction Outbound Interface Format Text file, comma delimited Interface Frequency Monthly (TBC) MAS90 GL Interface Specifications HB -161- Page 5 of 20 Item 5. - 323 TM UTILITY S YSTIEMS a Divriarion of X Harris Compaler Corporation 2. Process Overview 2.1 Process Flow 2.1.1 General Ledger Export a) CIS Infinity will be enhanced to support exporting a file containing general ledger information in the specific format required by MAS90. The format and contents of the MAS90 General Ledger export file will be configured using the Advanced Interface Manager, General Ledger configuration tools. b) The export of the General Ledger entries from CIS Infinity will be triggered by the selection of specific updated cash, billing, and adjustment batches on the General Ledger Interface Routine Form. c) Using the General Ledger Interface Routine form, individual users or the scheduler can generate the MAS90 General Ledger export file for one or more updated cash billing, adjustment or deposit batches. d) The file will contain the appropriate batch and general ledger account information, in the format detailed in the File Layout section in the Technical Specifications. Once a batch has been processed and included in a General Ledger export file, it cannot be selected for export again. The field `Journal Entry Created' in the General Ledger Batch Header Table is set to True. (see below screen shot) e) Running the General Ledger interface routine through the scheduler process will cause all batches which have been updated but not yet interfaced to MAS90 (the Journal Entry Created field is False) to be included in the export file generated. Batch Summary Details List Source of Batch rash Description of Batch TE-T ill Y YI � 1�ii3r ai Entrr•_ �t.l- _,�, roc Transaction Date i1 -! ! .�l . _ Accounting Link MA590 Export More available batches to add to JournalEntry MAS90 GL Interface Specifications Item 5. - 324 I-IB -362- Page 6 of 20 A _ TM UTILITY SYSTEMS v Division of N. Harris Compt+ter Corporation 2.1.2 Transaction Code Configuration a) The Transaction Code Control and the Company/Division Transaction Code Control will be enhanced to capture two additional GL number/GL Element number values. b) This will facilitate the 4-sided General Ledger activity. 2.2 Flow Diagrams Cash/Adjustment/Billing itch Updated in CIS Infin General Ledger Details stored for transactions in batch in General Ledger Tables (GLE200/GLE201) MAS90 G/L Export G/L Export business object generates export file in MAS90 format. User (or Scheduled process) initiates MAS90 G/L Export L Export business obj records errors) No Was G/L Export successful(?) Batch record flagged as "Journal Entry Created" MAS90 GL Interface Specifications Page 7 of 20 1-113 -363- Item 5. - 325 V j TM UTILITY SYSTEMS a Division of X, Harris Canipwier Corporation 3. Functional Enhancements 3.1 User Interface 3.1.1 Transaction Code Control a) The following fields will be added to allow for the creation of 4-sided GL entries: o Credits Applied to GL 2 o Credit Element Number 2 o Debits Applied to GL 2 o Debit Element Number 2 b) These new fields will be optional. 3.1.2 Company/Division Transaction Code Control a) The following fields will be added to allow for the creation of 4-sided GL entries: o Credit GL Number 2 o Credit Element Number 2 o Debit GL Number 2 o Debit Element Number 2 b) These new fields will be optional. MAS90 GL Interface Specifications Item 5. - 326 HB - 64- Page 8 of 20 A D V A N C E .TM UTILITY SYSTEMS a DiViSiOn Of N, J14rTiS C*MPUMF COrPOT000M 3.2 Screen Mock-ups 3.2.1 Transaction Code Control Details Other Transaction Code _Aj Transaction Type Adjustment User Description Sample Transactions Code Customer Description Transaction Code Credits Applied To GL Receivable - Sewer Credits Applied to GL Z General Cash Credit Element Number Credit Element Number 2 _j Debits Applied -To GL F5w-r - Assess Penalty Debits Applied To R Z Debit Element Number F 3 Debit Element Number 2 AIR Type 15ewer Default Amount Transfer to Supplier Change Default Amount Type of Entry Either Show in Contact Management Add transaction to Notke amount owing Supplier Trans. Code Disable transaction code r_ Charge Penalty Charge Category System hidden transactionf— Debit AIR Total All Collections Trarisaction Enter. check Number r MAS90 GL Interface Specifications Page 9 of 20 H B - _', 65 - Item 5. - 327 TM UTILITY SYSTEMS ar LjvOion qfX ,itXaarris Compaler Corparaatiom 3.2.2 Company/Division Transaction Code Control Details Company Division Transaction Code Water - Commodity Charge Credit GL Number Water - Commodity Char Credit GL Number 2 Water - Customer Charge Credit Element Number g Credit Element Number 2 Debit GL Number Receivable - Water Debit GL Number 2 Warren County Water AF t Debit Element Number Debit Element Number 2 MAS90 GL Interface Specifications Item 5. - 328 HB - 66- Page 10 of 20 `E D TM UTILITY SYSTEMS it 1hVision of N, Harris Comp ier Corporation 4. Programming Modifications 4.1 Form Logic Changes 4.1.1 Transaction Code Control (frmGLEOO 1) a) During the Save process on a Transaction Code (whether this is an existing or new transaction code) each combination of fields below will be validated to make sure that, if not blank, they do not match one of the other combinations: o Credits Applied to GL and Credit Element Number o Debits Applied to GL and Debit Element Number o Credits Applied to GL 2 and Credit Element Number 2 o Debits Applied to GL 2 and Debit Element Number 2 b) If a duplicate is found, the Save process will be aborted and the user will be alerted that the setup contains duplicate General Ledger numbers. c) During the Save process on a Transaction Code, if the transaction code is configured with a non -blank Credits Applied to GL 2 and a blank Debits Applied to GL 2, the user will be alerted that the Debits Applied to GL 2 cannot be blank and the Save process will be aborted. d) During the Save process on a Transaction Code, if the transaction code is configured with a non -blank Debits Applied to GL 2 and a blank Credits Applied to GL 2, the user will be alerted that the Credits Applied to GL 2 cannot be blank and the Save process will be aborted. 4.1.2 Company/Division Transaction Code Control (frmGLEOO2) a) During the Save process each combination of fields below will be validated to make sure that, if not blank, they do not match one of the other combinations: o Credit GL Number and Credit Element Number o Debit GL Number and Debit Element Number o Credit GL Number 2 and Credit Element Number 2 o Debit GL Number 2 and Debit Element Number 2 b) If a duplicate is found, the Save process will be aborted and the user will be alerted that the setup contains duplicate General Ledger numbers. c) During the Save process on a Transaction Code, if a record is configured with a non -blank Credit GL Number 2 and a blank Debit GL Number 2, the user will be MAS90 GL Interface Specifications Page 11 of 20 HB -367- Item 5. - 329 AD VAN C TM UTILITY SYSTEMS a Division of N. Harris Compater Corporation alerted that the Debits GL Number 2 cannot be blank and the Save process will be aborted. d) During the Save process on a Transaction Code, if the transaction code is configured with a non -blank Debit GL Number 2 and a blank Credit GL Number 2, the user will be alerted that the Credit GL Number 2 cannot be blank and the Save process will be aborted. 4.2 Business Object Changes 4.2.1 GL Update a) The GL Update business object will require changes to support creating up to 4 entries in the General Ledger Interface Details table (GLE20I) and the General Ledger transaction history table (GLE050). b) The ValidateTrans function in GLProc will be updated to gather the second set of GL number and element fields from GLE001 or GLE002 (if the system is configured as Multi -Company or Multi -Division). c) This function already determines which of the General Ledger numbers will be debited and which will be credited based on the sign and A/R of the transaction. This functionality will be enhanced to debit and credit the correct general ledger accounts for the new fields. For example: o If the GL account populated in the Debits Applied to GL Number is debited and the GL account populated in the Credits Applied to GL Number is credited, then the Debits Applied to GL Number 2 will also be debited and the GL account populated in the Credits Applied to GL Number 2 will be credited. o If the GL account populated in the Debits Applied to GL Number is credited and the GL account populated in the Credits Applied to GL Number is debited, then the Debits Applied to GL Number 2 will also be credited and the GL account populated in the Credits Applied to GL Number 2 will be debited. 4.2.2 MAS90 General Ledger Export a) The Advanced Interface Manager - General Ledger Export business object currently supports the processing of general ledger export files, either when the process is initiated by a user in CIS Infinity, or initiated as a scheduled process. b) The G/L export business object will be enhanced as required to support the specific file layout and contents of the MAS90 file. N4AS90 GL Interface Specifications Page 12 of 20 Item 5. - 330 HB -368- ATM UTILITY SYSTEMS a ,Division of X Harris Ccompulor Corporation 4.3 Error Hand I ing/Validation 4.3.1 MAS90 General Ledger Export a) If a system error (such as a failure in the saving of the file to a network, or a problem with the file layout) in the MAS90 G/L export file process is encountered during the G/L export process, the user will be informed, or if being run as a scheduled process, the specified user will be e-mailed about the error, and the export process will be aborted. b) The selected batches will not be marked as successfully exported (the Journal Entry Created field will not be updated to True). Once the issue has been resolved, then the batches can be exported successfully. 4.4 Report Changes a) There are no report changes required for this interface. 4.5 Technical Flow Diagrams a) Not required. MAS90 GL Interface Specifications HB -;69- Page 13 of 20 Item 5. - 331 A N C E D TM UTILITY SYSTEMS o Division of N. Harris Compsaer Corporation 5. Interface Files 5.I File Overview a) The MAS90 general ledger export file is comma delimited b) There is one header record for each file. c) There is no trailer record. d) All character fields will be enclosed in quotation marks. e) Separate Detail records will be required for debits and credits. f) Separate files will be created for each individual accounting division — Warren Water, Warren Sewer, Simpson Water, and Butler Water. 5.2 File Layout 5.2.1 MAS90 General Ledger Export File a) Header Record Posting Date Date(10) N/A N/A Date interface Will be populated with system is being run. date when the file is being created. Formatted as MM/DD/YYYY. Source Journal Char(2) N/A N/A Journal Type Will be populated with District and "R". District will be determined from last character of GL Number. Reference Char(3) N/A N/A Will be populated with "CIS" Number for all records. Journal ? N/A N/A Unique May not be required. Pending Number Number investigation assigned for each journal MAS90 GL Interface Specifications Page 14 of 20 Item 5. - 332 1113 -70_ TM UTILITY SYSTEMS a Divisions of X. Farris Computer Corporation Journal Char(20) N/A N/A Description Will be determined by taking Comment on the journal the last digit of the account header of the number and translating: types of 2: "WC WTR" transactions 3: "WC SWR" in the batch. 5: "SC WTR" 8: "BC WTR" "CIS Postings" will be appended to the end of the above. Cycle Char(2) N/A N/A Posting Cycle Will be determined by the last in MAS90 digit of the GL Number and a «0„ 2: "20" 3: "30" 5: "50" 8: "80" b) Detail Record Interface Field interface CIS,,, CIS Infinity Field Field Mapping/Logic Maine ; - Feld Inftniiy Field Name Description 'TypeJStze Table GL Account Char(10) GLE201 Number Transaction Date(I0) GLE200 D TRANSDA Date Will be formatted as Date TE Transaction MM/DD/YYYY was posted. Debit Amount Numeric(12, GLE201 Y_DEBITBA Amount of No sign on transaction. of Posting 2) LANCE Debits being posted to the GL account Credit Amount Numeric(12, GLE201 Y_CREDITB Amount of No sign on transaction of Posting 2) ALANCE Credits being posted to the GL account Description Char(50) GLE200 Various Description of Concatenated from transaction C SOURCE (B/C/A), I_SOURCEBATCHID, and C DESCRIPTION MAS90 GL Interface Specifications NB -)71- Page 15 of 20 Item 5. - 333 A D V A TM UTILITY 5 Y T E M S a Division of X. Harris Coaaprrier Corporation 5.3 Sample Input/Output 5.3.1 File Naming/Location a) The General Ledger export file can be exported to a specified location on Client's network. Both the location and the file names can be defined through configuration in the Advanced Interface Manager configuration for the General Ledger export file. 5.3.2 Sample File a) The loading of data from UMS (the legacy system) to MAS90 is currently a manual process so there are no sample files available at the current time. MAS90 GL Interface Specifications Item 5. - 334 HB - 372- Page 16 of 20 AD VAN C rM UTILITY SYSTEMS a DivWvn of A. Harms Compumer Carparation 6. Structural Modifications 6.1 Table Changes a) Transaction Code Control (GLE001) Field Name Field Added/ Field Description Type/Size Deleted/ Modified C_CREDITGLNUM2 Character Added Credit GL Number 2 (30) C_CREDITELEMENTNUM2 Character Added Credit GL Element Number 2 (20) C_DEBITGLNUM2 Character Added Debit GL Number 2 (30) C DEBITELEMENTNUM2 _ Character Added Debit GL Element Number 2 (20) b) Company Transaction Code Table (GLE002) C_CREDITELEMENTNUM2 Character Added Credit GL Element Number 2 (20) C_DEBITGLNUM2 Character Added Debit GL Number 2 (30) C_DEBITELEMENTNUM2 Character Added Debit GL Element Number 2 (20) MAS90 GL Interface Specifications Page 17 of 20 HB _;7;_ Item 5. - 335 TM UTILITY SYSTEMS o Division of N, Harris Compaw Corporatiom 6.2 New Tables a) No new tables will be created as part of this interface. MAS90 GL Interface Specifications Item 5. - 336 HB -74- Page 18 of 20 A TM UTILITY SYSTEMS a Division o1N. Harris Computer Corparatiom 7. Impacts - Technical 7.1 Impact on Reports a) Billing Journals and Cash Journals will be reviewed to ensure that the general ledger activity displays all four sides as required in the G/L Summary portion. 7.2 Impact on Searches/Filters a) There is no impact on standard or Advanced searches or filters. 7.3 Impact on Bookmarks a) There is no impact on bookmarks used for letters and service orders. 7.4 Impact on Scheduler a) There is no impact on the scheduler functionality since the existing system processes that will be utilized to implement this interface can already be scheduled. 7.5 Impact on Configuration a) The format, file naming and file location of the MAS90 general ledger export file will be configured using the Advanced Interface Manager Control and Accounting Link Control tables. 7.6 Impact on Conversion a) There is no impact on conversion activities. MAS90 GL Interface Specifications HB -375,- Page 19 of 20 Item 5. - 337 o; A E 0T V T I L IT Y SYS T E M S a Division of N. Aarris Compaxer Corporation 8. Questions/Issues a) None at this time. MAS90 GL Interface Specifications Page 20 of 20 Item 5. - 338 HB - '/'6- Enhancement INITIAL ISSUE: Request to have the Middle Initial and CLPUD 82001 Bill Print Name Suffix included in the NAM record of the Electronic Bill Print (EBP) file to distinguish between customers that have the same first name and last name. ISSUE RESOLUTION: In Bill Print Processing, the Middle Initial and Name Suffix are now included in the NAM record of the EBP file to distinguish between customers that have the same first name and last name. Enhancement INITIAL ISSUE: Request to have the ability to store multiple Brantford 82932 Main Inquiry Added new table: CON139; For additional information email addresses (up to a maximum of three) per Added new fields: on this functionality, customer/account in CIS Infinity. BIFOOI.C_EMAIL2; please refer to the — ----- —------------- BIFOOI.C_EMAIL2TYPE; Configuration ISSUE RESOLUTION: In the Customer Account Inquiry form, BIF00I.C_EMAIL3; Requirements in the on the Customer tab, users will now store multiple email BIFOO1.C_EMAI1-3TYPE Enhancement Addendum addresses (up to a maximum of three) per document for this Build customer/account. The existing Email Address field in the release. Customer table is now considered the "Primary" Email Address and the Email Type for each additional address can be defined and labelled accordingly using the new Email Type Control form. Enhancement INITIAL ISSUE: Request to have the following options in the Chugach 75654 / 75950 Reports For additional information Aged Arrears Listings: 1) Run the Aged Arrears listing based on this functionality, on certain PAP plans only by excluding certain plans (i.e. please refer to the Level and Equalized), 2) Run the Aged Arrears listing based Configuration on a specified transaction date or date posted, 3) Export Requirements in the the Aged Arrears listing to a Comma Separated file (CSV) Enhancement Addendum file, and 4) Run the Aged Arrears listing for credits or document for this Build debits and display on different reports. release. ISSUE RESOLUTION: In the Aged Arrears Processing, when running the Aged Arrears Listings the following options are now available: 1) Run the Aged Arrears listing based on certain PAP plans only by excluding certain plans (i.e. Level and Equalized), 2) Run the Aged Arrears listing based on a specified transaction date or date posted, 3) Export the Aged Arrears listing to a Comma Separated file (CSV) file, and 4) Run the Aged Arrears listing for credits or debits and display on different reports. Enhancement INITIAL ISSUE: Request to have the ability to edit the CLPUD / LA County / 81336 / 83954 Service Orders Added new field: For additional information service order message after a service order is printed. Danville / 84386 CON0231_EDITSERVICEMSGIF on this functionality, —__ PRINTED please refer to the ISSUE RESOLUTION: In Service Orders Processing, the Configuration service order message for a specified Service Order Type Requirements in the can now be edited after the service order is printed based Enhancement Addendum on the setting of the "Allow Editing Service Message if SO document for this Build is Printed" checkbox in the Service Order Type Control release. form. Chang, -Type Client Notes Client Customer Module, Sh7taure,Chait& Row — Wise # GUI INITIAL ISSUE: Request to have the Instrument Number as Gazifere 72175 Inventory - Gas Improvement the first field and the Serial Number as the second field on Meter the Instrument tab of the Gas Meter Inventory form. ISSUE RESOLUTION: In the Gas Meter Inventory form, on the Instrument tab, the Instrument Number field appears first and the Serial Number field second on the form. Chmtge7ype; ClientJ4ro1es. °= Gent Customer vise # module strudtrreCh1ge , Wow to... New INITIAL ISSUE: Request to have an interface between CIS Chandler 79836 Interface Issue For additional information Development Infinity and the Accela Permitting System to create on this functionality, customer/account entries in CIS Infinity using data please refer to the "Accela populated in the CIS Interface tables by Accela. Interface Setup.docx" document attached to this ISSUE RESOLUTION: An Accela Permitting System interface item in CustomerWise. has been implemented in CIS Infinity to create customer/account entries in CIS Infinity using data populated in the CIS Interface tables by Accela. HB -3177- Item 5. - 339 ADVANCED D. Sample software license agreement Citv of Huntington Beach 152 Item 5. - 340 HB -378- SOFTWARE LICENSE AGREEMENT BETWEEN N. HARRIS COMPUTER CORPORATION AND CITY OF HUNTINGTON BEACH THIS AGREEMENT made as of the 1 "day of ���, 2015, is between N. HARRIS COMPUTER CORPORATION ("Harris") and CITY OF HUNTINGTON BEACH ("Organization"). RECITALS 1. Harris owns the Software (as defined below), and 2 The Organization wishes to acquire a license to utilize the Software; and 3 Harris wishes to grant the Organization a license to utilize the Software; and 4. The Organization and Harris 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 tlus 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. (c) "Concurrent User License" means a license that restricts the total number of Users who can access the Software at any one time to the number detailed in Schedule "A". (d) "Confidential Information" means all information or material which- is (A) marked "Confidential," "Restricted," or "Proprietary Information" or other similar marking, or (B) known by the parties to be considered confidential or proprietary, such as the -1- 15-4686/122401 Software. 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. (e) "Designated Computer System" shall mean the Organization's platform and operating system environment which is operating the Software. (f) "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. (g) "License" means the license granted to the Organization pursuant to Section 2.01 hereof and includes both a Concurrent User License and a Site License (h) "License Agreement" means this Software License Agreement (i) "Release" means an Update and an Upgrade. 0) "Required Programs" have the meaning set out in Section 3.03. (k) "Site License" means a license that restricts the Software such that it can reside in one production environment and unlimited non production environments. (1) "Software" means the software products that are listed in Schedule "A" and to which the License applies. (m) "Update" means a minor modification or enhancement to the Software related to a bug fix, or minor additional functionality. (n) "Upgrade" means a major overhaul of the Software which is a complete new version of the Software. (o) "User" means any employee of Organization or any of Organization's agents who are authorized by Hams 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- 15-4686/122401 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, Harris 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 Harris 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 Harris and all copies thereof made by Organization are and at all times remain the sole property of Harris. (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 Harris 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- 15-4686/ 122401 (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 multiple levels. The Software is licensed on a "Concurrent User License" and "Site License" basis as set forth in Schedule "A". (i) A Concurrent User License permits the Organization to use the Software on the Designated Computer System (including all environments such as training, disaster recovery, etc.) provided that the number of Users who may be simultaneously using the Software is limited to the number of Concurrent Users specified for such Software on Schedule "A". A User is further defined as anyone authorized by the Organization who is logged onto the Software, regardless of the type of interface (i.e. graphical user interface or browser user interface). (ii) A Site License permits the Organization to use the Software on the Designated Computer System in one (1) production environment and unlimited non production environments for the purposes of disaster recovery, disaster testing, training, archival and backup. Organization requires a separate Site License for each production, environment into which the Software or any portion thereof is read in machine-readable form. The Organization may purchase additional Software Licenses at the time such Licenses become necessary at Harris's then current prices and terms (f) As between Harris and Organization, Harris 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. Harris shall ensure that all application software will comply with any and all State and Federal 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 parry 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 -4- 15-4686/122401 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 Harris 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 Harris 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 or otherwise alter any copyright, trademark or other proprietary notices from the Software and related materials supplied by Harris. Section 2.04 Ownership of Software and Confidential Information (a) The Organization acknowledges that the Software contains proprietary information and Confidential Information of Harris which shall, at all times, remain the property of Harris 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 Harris with the protection of its proprietary information and Confidential Information and to enable Harris to ensure that the Organization is complying with its obligations, Organization shall permit Harris to visit during normal business hours any premises at which the Software is used or installed and shall provide Harris with access to its Software. Harris 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 Harris under this License Agreement as of the effective date. All materials and documents which were developed or prepared by Harris 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 Harris. (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 Harris 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 Harris materials, in -5- 15-4686/122401 which case the scope of work will describe the license for such pre-existing Harris materials ARTICLE III. REPRESENTATIONS AND WARRANTIES Section 3.01 Warranty of Performance Harris 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. Harris reserves the right to correct any defects about which it is made aware and to produce Releases at a time of Harris's own choosing and at Harris's discretion. Without limiting the generality of the foregoing, Harris 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. 15-4686/122401 (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 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 Harris determines that Organization's hardware is not of sufficient quality, condition and repair, Harris 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 Harris shall not be liable for any breach of the foregoing warranties which results from causes beyond the reasonable control of Hams, including: (a) where the installation, integration, modification or enhancement of the Software has not been carried out by Harris 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 Harris; (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 Harris has stated to Organization is a required Update necessary for security purposes or for legislative compliance purposes or other reasons as Harris 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 Payments (a) The Organization agrees to pay Harris 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 Harris the applicable license fee. -7- 15-4686/122401 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 Harris recognize that circumstances may arise entitling the Organization to damages for breach or other fault on the part of Harris arising from this License Agreement. The parties agree that in all such circumstances the Organization's remedies and Harris'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) HARRIS'S BREACH OF ITS CONFIDENTIALITY OBLIGATIONS, (b) HARRIS'S INTENTIONAL MISREPRESENTATION, GROSS NEGLIGENCE OR WILLFUL MISCONDUCT, OR (c) HARRIS'S INDEMNIFICATION OBLIGATIONS SET FORTH IN SECTION 5 03, BOTH PARTIES AGREE THAT HARRIS'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 HARRIS 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 -8- 15-4686/122401 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 parry 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, Harris 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 Hams 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 Harris of the applicable claim except with, Harris's prior written consent, (ii) Harris 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 Harris throughout the action or proceeding, and (iv) Organization has not modified the Software in any manner whatsoever except with the prior written consent of Harris. Any breach by Organization of its covenants under this Section 5.03 shall nullify this indemnity but not the sole right of Harris 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. In the event that the Organization's use of the Software is finally held to be infringing or Harris deems that it may be held to be infringing, Organization agrees that the only remedy available to it is that Harris shall be, at Hams's election, for Hams 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 Harris'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 Harris arising out of or in connection with this License Agreement, notwithstanding any remedy otherwise available at law or in equity. 15-4686/122401 ARTICLE VI. GENERAL Section 6.01 Confidentiality (a) Duty Owed to the Organization -- Harris 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, Harris 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 Harris; 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 Harris, 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 Harris -- The parties agree that if the Organization breaches any term of Section 2.03 or Section 2.04 then Harris shall have the right to terminate this License Agreement and the grant of Licenses herein upon 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 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 Harris or delete the Software from all of its locations (except as required under any statute -10- 15-4686/122401 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 Harris 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 ansing 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 attorneys 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 parry 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 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 winch 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 -11- 15-4686/122401 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 Harris, to: N. HARRIS COMPUTER CORPORATION 1 Antares Drive, Suite 400 Ottawa, Ontario K2E 8C4 Attention: CEO Telephone: 613-226-5511, extension 2149 and in the case of the Organization, to: CITY OF HUNTINGTON BEACH Attn : Jim Slobojan, Finance Manager 2000 Main Street Huntington Beach, CA 92648 Telephone: 714-960-8820 Each parry 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 parry 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 parry 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 Reorganizations 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, Harris 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 License from Harris 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 -12- 15-4686/122401 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 Harris 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 Jury Organization and Harris 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 Harris 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 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. -13- 15-4686/122401 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. -14- 15-4686/ 122401 IN WITNESS WHEREOF the parties hereto have duly executed this License Agreement to be effective as of the date first written above. N. HARRIS COMPUTER CORPORATION By: rAAi &Ke ,- ,I i c-c % aui br-,'J 1 (print or type name) Its: (circle one) Chauman/President/Vice President 0madf®rrJAwd City Jerk r AND By: � (print or type name) Its (circle one) Secretary/cluef Financial Officer/ Asst Secretary -Treasurer APPROVED AS TO FORM: City Attorney ,,�' �t iNIT ATE AND APPROVED: G� Director of Finance APPROVED - City Manager R Director of Public orks Director of Information Services -15- 15-4686/122401 Schedule "A" Description of Software Software License Type Quantity CIS Infinity Concurrent User License 20 Required Operating System & Programs for CIS Infinity (V4) and Add - On Products CIS Infinity Version 4 Requirements Application Server Operating System • Windows Server 2008 or Higher with Microsoft Internet Information Service (IIS 7.5) Optional Software • On Application Server, or workstation accessible to Advanced Support staff with access to application server and database server • For Advanced Support use- Any modern office suite that supports Open Document Format file (ODF), such as Microsoft Office (Word/Excel) 2007 or Higher (2010/2013/365), OpenOffice, Google Does, etc. • Microsoft Access or another SQL data access tool. Database Server • Windows Server 2008/2012 running Microsoft SQL Server 2008 R2 or Higher (2012, 2014) or; • Windows Server 2008/2012 or Higher running Oracle 9 or Higher or; • Unix/Linux/AIX (any version) running Oracle 9 or Higher Network • Widely accepted network infrastructure utilizing TCP/IP as its primary communication protocol. Workstation Operating System • Windows 7 or Higher (Windows 7, Windows 8/8 1) 15-4686/122401 1 Required Workstation Software • NET 4.51 Framework Installed • PowerShell 3 0 or Higher (separate install not required for Windows 7/8/8.1) Optional Workstation Software • Any modern office suite that supports Open Document Format file (ODF), such as Microsoft Office (Word/Excel) 2007 or Higher (2010/2013/365), OpenOffice, Google Docs, etc. • A comprehensive list of all optional workstation software cannot be provided; it is possible other workstation software may be required for specific client interfaces. Note: All software must be running the latest recommended patches from the respective provider of such software. User Permissions Each user of CIS Infinity will require the following rights on the CIS Infinity folder on the network (for example: \\cisappserver\CISInfinity - for Production \\Cisappserver\CISTest - for Test Read Write Modify Each user will require the following rights to the defined local CIS folder of the local workstation they are working from: Read Write Modify 15-4686/ 122401 2 Infinity.Link Requirements Application Server Operating System • Windows Server 2008 or Higher with Microsoft Internet Information Service (IIS 7.5) • NET 4.x Framework Installed Network Widely accepted network infrastructure utilizing the TCP/IP as its primary communication protocol. Supported browsers • Latest versions of common browsers (Microsoft Internet Explorer, Mozilla Firefox, Google Chrome, Apple Safari) • Any of the above browsers that are available on popular smartphones and tablets Note: All software must be running the latest recommended patches from the respective provider of such software. Internet payment processing and payment clearing is provided, at no extra license fee, for Infinity Link and applicable CIS Infinity functionality via the Harris Payment Gateway. lnfinity.Mobile Requirements Application Server Operating System • Windows Server 2008 or Higher with Microsoft Internet Information Service (IIS 7.5) • NET 4.x Framework Installed 154686/122401 Network Widely accepted network infrastructure utilizing the TCP/IP as its primary communication protocol. Supported browsers • Latest versions of common browsers (Microsoft Internet Explorer, Mozilla Firefox, Apple Safari) • Any of the above browsers that are available on tablets 154686/122401 4 Schedule "B" License Fees and Payment Schedule [to be inserted once final] License Fees ,l _ AN W License •f ��� CIS Infinity Server License Pnvment Rchednle # Reference Milestone — Organization will be Invoice Estimated Month of billed monthly for all milestones Amount Completion completed during the month (i.e. one invoice per month). L1 LP License — 50% at contract signature $72,500 1 L2 LP License — 50% due at software $72,500 2 installation 154686/122401 SUPPORT AND MAINTENANCE AGREEMENT BETWEEN N. HARRIS COMPUTER CORPORATION AND CITY OF HUNTINGTON BEACH THIS AGREEMENT is made as of the ZI � day of , 2015, between N. HARRIS COMPUTER CORPORATION ("Harris") and CITY OF HUNTINGTON BEACH ("Organization"). RECITALS 1. Harris owns the Software which has been licensed to Organization pursuant to a Software License Agreement; and 2 The Organization- wishes to receive support and maintenance services related to the Software; and Harris shall provide the support and maintenance services related to the Software, and 4. The Organization and Harris 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. 1. 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 Harris and Organization. 3 Harris 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 Harris's sole discretion, be modified or supplemented from time to time. To enable Harris to provide effective support, the Organization will establish auto remote access procedures compatible with Harris's then current practices which may be revised over time. 4 This Support and Maintenance Agreement becomes effective the date the Software is used in live production by Organization (the "Start Date"). -1- 15-4686/122400 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 The Year 1 Support and Maintenance Fee will be prorated and billed in advance beginning on the Start Date through December 31 " of the same year. Thereafter Organization will be billed annually in advance on January 1st Annual fee increases, if any, shall be determined by multiplying the Year 1 fee by a Factor determined by dividing the Current CPI-U by the Base CPI-U. "Current CPI-U" means the CPI-U last officially published prior to the last day of the current year of the agreement term. "Base CPI-U" means the CPI-U last officially published prior to the date of the commencement of the initial term of the agreement. If the Factor is less than one percent, there shall be no fee increase. In no event will any annual fee increase exceed three percent (3%). As used herein, "CPI-U" shall mean Consumer Price Index for All Urban Consumers (revised 1982) for the Los Angeles -Riverside -Orange County, CA area, All Items (base 1982-84 = 100) published by the Bureau of Labor Statistics, United States Department of Labor. The CPI-U used for adjustments shall be the CPI-U last officially published prior to the last day of each year of the term (initial or renewed), as applicable, whether such CPI-U has been published on a quarterly, semi-annual, monthly or other basis 6 In addition to the Support and Maintenance Fee, Organization shall reimburse Harris 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) all direct travel expenses including, but not limited to hotel, airfare, car rental, tolls, parking and airline and travel agent fees; each individual's travel time billing rate of $75.00/hour; a per diem rate of $70.00 for week days and a $125.00 for weekends and statutory holidays that includes all meal, food and telecommunications expenses (no receipts will be provided); and a mileage charge consistent with the Internal Revenue Service recommended rate per mile, Harris 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 Harris. 7 Harris 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 Harris outside of the scope of those services provided by Hams as described in Section 8 including additional training not covered by the Software Implementation Services Agreement and professional services for the installation and -2- 15-4686/122400 implementation of the Upgrade that will be subject to the Harris'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. Harris shall be responsible for paying all taxes, fees,' assessments and premiums of any kind payable on its employees and operations. Any tax Harris 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 Harris 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 and end on December 3Is' of the same year. 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. Harris shall neither refund any Support and Maintenance Fees nor any Billable Fees if this Support and Maintenance Agreement is terminated. 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. 11 Title to and ownership of all proprietary rights in the Releases and all related proprietary information supplied by Harris in providing the services pursuant to this Support and Maintenance Agreement shall at all times remain with Harris, and Organization shall acquire no proprietary rights by virtue of this Support and Maintenance Agreement. 12 Harris 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 -3- 15-4686/ 122400 (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 Harris shall divulge any of its provisions as set forth herein to any third party except as may be required by law. 17. (a) Termination of this Support and Maintenance Agreement shall not affect any right of action of either parry arising from anything which was done or not done, as the case may be, prior to the termination taking effect. (b) The Organization and Harris recognize that circumstances may arise entitling the Organization to damages for breach or other fault on the part of Harris arising from this Support and Maintenance Agreement. The parties agree that in all such circumstances the Organization's remedies and Harris'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 HARRIS 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 RESCISSION 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 HARRIS 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 -4- 15-4686/122400 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. 18. 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. 19. Where remedies are expressly afforded by this Support and Maintenance Agreement, such remedies are intended by the parries to be the sole and exclusive remedies of the Organization for liabilities of the Harris arising out of or in connection with this Support and Maintenance Agreement, notwithstanding any remedy otherwise available at law or in equity. 20. The Organization may, at Organization's option, enter into an escrow arrangement with Harris. Upon the Organization's request: (i) Organization shall be presented with the standard escrow beneficiary enrolment document for participation in Harris's source code escrow arrangement with an escrow agent (the "Escrow Arrangement"). (ii) By entering into this Escrow Arrangement, the Organization shall have all the rights as stipulated in the escrow agreement together with those rights which are more specifically outlined in Schedule "A", Escrow Terms, which shall form part of this Support and Maintenance Agreement in accordance with the terms of Schedule "A". 21 This Support and Maintenance Agreement shall be governed by the laws of the State of California. 22. 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. -5- 15-4686/122400 23. This Support and Maintenance Agreement shall be binding upon the successors and assigns of the parties and enure to the benefit of the successors and permitted assigns of the parties. 24. 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. 25 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. -6- 15-4686/122400 IN WITNESS WHEREOF, the Parties have executed this Support and Maintenance Agreement to be effective as of the date first written above. hMIF ::: 77.YK����f illlhlZK� By: �EI-CA o.&C-c- " icc ?Res do'eNi (print or type name) Its (circle one) Chauman/President/Vice President B /74, I? y ✓�AjAlf` /Ab"E -- V /Ct Pftfs=,AEn% c/u�/CCS (print or type name) Its (circle one) Secretary/chief Financial Officer/ Asst Secretary -Treasurer Director of Public Works CITY OF HUNTINGTON BEACH, a municipal corporation of the State of California 4 APPROVED AS TO City Attorney f _'�-�'j'a' ,l TED AND APPROVED: 41 /64-'r att-.�_ a'4� 1/ " Director of Finance REVIE D APPROVED: City Manager Director of Information Services -7- 15-4686/122400 Schedule "A" Escrow Terms Where the Organization has agreed to be a beneficiary of the Escrow Agreement (as defined below) by entering into the Escrow Arrangement, the following sections shall apply to the Support and Maintenance Agreement upon the execution of the Escrow Arrangement. (a) Harris and Lincoln -Parry (the "Escrow Agent") have entered into an escrow agreement (the "Escrow Agreement"). The Source Code is provided by Harris to the Escrow Agent pursuant to the terms of this Agreement. The Organization has' a right to the Source Code pursuant to the provisions of this Schedule and the Escrow Agreement as it has agreed to participate in the Escrow Arrangement and is a beneficiary because the Organization has completed the Escrow Arrangement' document. Harris agrees that if an "Event of Default" occurs, then 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. (b) An Event of Default is defined as and shall be deemed to have occurred if Harris: (1) ceases to market or make available maintenance or support services for the Software during a period in which the Organization is entitled to receive or to purchase, or is receiving or purchasing, such maintenance and support and Harris has not promptly cured such failure despite the Organization's demand that Harris make available or perform such maintenance and support, (2) becomes insolvent, executes an assignment for the benefit of creditors, or becomes subject to bankruptcy or receivership proceedings, and it continues to be subject to bankruptcy proceedings ninety (90) days following either its application into bankruptcy protection or the commencement of such proceedings, or (3) has transferred all or substantially all of its assets or obligations set forth in this Agreement to a third party which has not assumed all of the obligations of Harris set forth in this Agreement. (c) Harris will promptly and continuously update and supplement the Source Code as necessary with all corrections, improvements, updates, releases, or other changes developed for the Software and Documentation. Such Source Code shall be in a form suitable for reproduction and use and shall consist of a full source language statement of the program or programs comprising the Software. (d) The governing License for the Software includes the right to use Source Code received under this Schedule as necessary to modify, maintain, and update the Software but for no other purposes outside the normal business operations of the Organization (e) The termination of the Support and Maintenance Agreement shall immediately end the Organization's rights as a beneficiary under the Escrow Agreement and Escrow Arrangement, as applicable. 15-4686/122400 (f) This Schedule "A" shall form part of the Support and Maintenance Agreement only where an Escrow Arrangement is entered into by the parties. The Escrow Agreement provides that either the Escrow Agent or Harris will annually send notices to the Organization of the Escrow Agent's continued possession of the Source Code and will also state the activity related to the Source Code provided to the Escrow Agent by Harris for the previous year. The Escrow Agreement cannot be terminated without the consent of each beneficiary (licensee) of the Escrow Agreement 154686/ 122400 Exhibit 1 Annual Support and Maintenance Fee Year 1 Support and Maintenance Fees: $36,250.00. 15-4686/122400 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. Harris reserves the right to make modifications to this document as required; provided, however, Hares 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 • Customer Care Program - Quarterly News Letter with support tips - Technical support bulletins - Communication on new products and services - On -site visits (as required) • Design review for potential enhancements or custom modifications • Ability to attend the annual customer conference (attendance fees apply) 154686/122400 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. After hours telephone support is available from 8:00 p.m. EST through to 8:00 am. EST. 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 Urgent or High 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— High • 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 154686/122400 2 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. This email will contain the entire event history of the call from the time the call was created and leading up to the resolution of the call. 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 logged into our development tracking database and you will be provided with a separate ID number to track the progress of the issue. At this time, your support call will be closed and replaced by the development ID number. The development ID number will remain open until your issue has been completely resolved. Issues escalated to development will be scheduled for resolution and may not be resolved immediately depending on the nature and complexity of the issue. 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 154686/122400 3 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 support supervisor or group lead Level 3: Contact the Director of Support Level 4: Contact the Vice President of Operations 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 Christmas Eve Early Closure Christmas Day Closed New Year's Eve Early Closure 15-4686/122400 4 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) 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 Orgamzation'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; Harris will work with the client to establish a mutually agreeable remote connection policy. 15-4686/ 122400 5 License Fees and Professional Services. City of Huntington Beach Utility Billing System RFP Schedule I Price Summary* Price Software License Fees 145,000 Vendor Software (Detail on Schedule 2) Third Party Software (Detail on schedule 3) 1)rnfaccinnnl caruirnc- Project Management Services (beta€l on schedule 4) 119,000 Implementation and Configuration Services (Detail on schedule s) 513,400 Data Conversion Services (Detail on Schedule 6) 76,500 Training Services (Detail on Schedule 7) 119,000 Travel and Other Expenses (Detail on schedule 8) 107,500 TOTAL FILLED PRICE FOR PROJECT 1 1,080,400 Cnftware Maintenance & Sunnort #Years 1-51 (Detail on Schedules 2 and 3) Year 1 (to commence upon a module being placed in production) Maintenance standard is upon Installation 36,250 Year Z 37,338 Year 3 38,458 Year 4 39,611 Year 5 40,800 Total Maintenance and Support (years i through 5) 1 192,457 Total for Project Fixed Fee plus Maintenance j Support for 5 Years 1 1,272,857 Maximum annual percentage increase for Vendor's Maintenance and Support for Years 6 through 10 (schedule 2) 3% Maximum annual percentage increase for Third Party's Maintenance and Support for Years 6 through 10 (schedule 3) 1 3% r-4 r+ a Comment / Explanation 0 W 00 City of Huntington Beach Utility Billing System RFP Schedule 2 Vendor's License Fee Detail / Annual Maintenance and Support Detail Software License Fees for Vendor Software: Footnote Reference* Price CIS Infinity — 20 concurrent user licenses at $3,500 each 70,000 CIS Infinity —1 server site license 75,000 Modules Required to Implement Functionality, CIS Infinity is not offered by module The City will obtain all functionality for CIS operations within the system in its entirety upon installation of software The above costs include all CIS functionality TOTAL VENDOR SOFTWARE 145,000 Maximum annual percentage increase for Vendor's Maintenance and Support for Years 6 through 10 3% Annual Maintenance and Su Year 1 Year 2 Year 3 Year 4 Year 5 35,250 37,338 38,458 39,611 40,800 Included above * Footnote References - List any explanations or comments keyed to footnote references you enter above Concurrent License Schedule TOTAL VENDOR SOFTWARE 145,000 Maximum annual percentage increase for Vendor's Maintenance and Support for Years 6 through 10 3% Annual Maintenance and Su Year 1 Year 2 Year 3 Year 4 Year 5 35,250 37,338 38,458 39,611 40,800 Included above * Footnote References - List any explanations or comments keyed to footnote references you enter above Concurrent License Schedule 1-4 CD ter City of Huntington Beach Utility Billing System RFP Schedule 3 Third -Party License Fee / Annual Maintenance and Support Detail Footnote wTtwarB License ror i nira ra rxy aurxware: ncicr r-116C r11f.G No 3' party software required to run CIS Infinity TOTAL FOR THIRD -PARTY SOFTWARE Maximum annual percentage increase for Third Party'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 City of Huntington Beach Utility Billing System RFP Schedule 4 Professional Services / Project Management* Fee Detail Project Management Fees tmodule Assigned)' Price Explanation j Lomment CIS Infinity 1 119,000 1 $170 per hour x 70Q hrs 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) 119,OQ0 Total Project Management 119,OQQ *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 CD 9 00 0 + c+ CD Ei t� City of Huntington Beach Utility Billing System RFP Schedule 5 Implementation and Configuration Services Price Detail* Implementation and Configuration Prices by Module Price Explanation/Comment CIS Infinity - Configuration 340,000 $170 per hour x 2,000 hrs CIS Infinity - Discovery 68,000 $170 per hour x 400 hrs CIS Infinity — Custom Reports 13,600 $170 per hour x 80 hrs CIS Infinity — Post Liv Onsite Support 40,800 $170 per hour x 240 hrs CIS Infinity — Interfaces 51,000 1 $170 per hour x 300 hrs Any Additional Modules Required to Implement Functionality aortware License Tor i niro Tarty boriware. Total Implementation & Configuration Price (Allocated to modules) Implementation and Configuration Price (Lump -sum for all other) 513,400 Total Implementation and Configuration Price 513,400 *Proposers may elect to not allocate Implementation and Configuration fees among the specific modules This can be done by filling in only the line toward 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 City of Huntington Beach Utility Billing System RFP Schedule 6 Data Conversion Services Conversion Services* Price expianationscornment CIS Infinity — Conversion 76,500 $170 per hour x 450 hrs T•J Total Conversion (assigned to specific files) Conversion Services (Lump -sum for all other specified conversion needs) 76,500 Total Conversion Services 76,500 *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 oil other files W UU W r-i r-h CD I Training Price by Module City of Huntington Beach Utility Billing System RFP Schedule 7 Training Seances Price Detail Training Average Days per Day Price Explanation/Comment Core Team 20 Days 10 hours 119,000 $170 per hour x 700 hrs End User Training 3-5 Weeks 10 hours included above Number of Days and Hours depend on the role of each user Any Additional Modules Required to Implement Functionality: Software license for Third Party software - Total Training 119,000 Travel Expenses• City of Huntington Beach Utility Billing System RFP Schedule B Travel and Other Price Detail Average Number of Price per Unit of Measure Units Unit Price Comment/Explanation - - Assumes per trip airfare However, Advanced will utilize appropriate local staff to minimize travel expertise costs for the implementation at Huntington Transportation Price {e g Airfare} Number of Round -trips 50 trips 650 32,500 Beach 50 trips 4 days per On -site per diem Number of on -site man -days week 50 12,500 Advanced will utilize appropriate local 50 trips 4 staff to minimize travel expense costs days per for the implementation at Huntington Other travel expenses Hotel/Lodging week 150 30,000 Beach 50 trips 4 days per 100 per Car Rental, Car Insurance trip day 25,000 150 per Taxi, Parking, Mileage 50 trips trip 7,500 600 per Travel Time 55 trips trip 33,000 Other Prices not Included Elsewhere; 50 estimated Total Travel Price trips $ 107,500 total estimated expenses 15- t!, it Total Travel and Other Prices 10 AM r-� CD W 00 OPTIONAL PRODUCT COSTS Infinity.Link customer portal via internet Licenses Professional Services Annual Maintenance Infinity.Mobile mobile service orders Licenses Professional Services Annual Maintenance Infinity.eXpress portable payment centers Infinity.CreditCheck customer credit comparisons Site License 150 @ 175/hr 1 Site License 100 @ 175/hr 1 eXpress API Hardware Not included $40,000 $26,250 $10,000 $30,000 $17,500 $10,000 Discount $0 for API 11 WO A Advanced Payment Gateway credit card processing (A cull with our Gateway Director is recommended) Infinity.BI business analytics web dashboard Concurrent Licenses Professional Services Annual Maintenance Annual Maintenance Travel Infinity.Teleconnect interactive voice response Site License $5,125 Absorbed model $1 5 - $2 00 If $100 per bill average Non -absorbed model $2 5 - $3 00 2 users BI only BI and upgrades $7,800 $47,000 $1,560 $10,960 $2,500 API Discount of $0 00 using the TeleWorks 12 s iNovah V Application Software & Services I 13 w CU ON L tJ OG i 1 Advanced — Infinity 7,500 $7,500 1 Partner Discount --Advanced (25%) (1,874) ($1,874) Batch Interface (custom import & exports, FTP updates, etc ) 1 G/L summary update 5,250 $5,250 SOFTWARE SUBTOTAL (Movah and Interface Modules) $104,126 Installation and Training Package 200 j Project Management 220 $44,000 32 Install, Setup and Configure Database 180 $5,760 80 Business Process Gap Analysis, Requirements Assessment and Documentation 180 $14,400 80 Business Rule Configuration (payments, G/L, tenders, forms, receipts, security) 180 $14,400 48 Customizations and Modifications of Reports and Queries 180 $8,640 24 Unit and System Testing 180 $4,320 24 System Training 180 $5,760 16 End -User Training 180 $2,880 40 Production Turnover & Post -implementation Support 180 $7,200 IMPLEMENTATION SUBTOTAL $107,360 6 Travel & Accommodations (estimate) 21000 $12,000 14 Application Support & Maintenance REM Movah Application Software & Services Investment, $223,486 Component Description Component Investment Investment Total 1 Base Movah Product and Updates 9,515 $9,515 1 Real-time interface— Infinity 1,650 $1,650 1 Batch interfaces —GJL Summary Update 1,155 $1,155 1 CC Processor — TBD 5,500 $5,500 1 Check 21 Image Cash Letter — Bank TBD 5,500 $5,500 Movah Application Software & Maintenance Investment, $23,320 15 Peripheral. Hardware qty Component Description Component Investment Investment Total Navh! >�.lYiil rw H ARIe 0 TPG A776 Receipt Printer — USW"J 615 $0 0 Canon CR-50 Check Imager/Scanner with OCR 577 $0 0 ID TECH Triple Track Mag Stripe Reader - Li5B 55 $0 0 Honeywell 1300E Linear Barcode Reader 187 $0 0 APG Cash Drawer (18 x 16) with locking tiff 268 $0 Freight F O B Destination - - iNovah Peripheral Hardware Total- $0 Movah Footnotes — Software & Services {1f Movah'" is licensed rased on the Annual Receipt Volume (the number of receipts processed through the iNovah Payment Portal) This license includes unlimited seats of all modules All payments (receipts) processed through iNovah are counted regardless of their source or ultimate disposition Annual receipt volume — 200,000 M Organizations may share their Movah license with multiple departments and other organizations, provided that they share one installation (common consolidated payment database) Departments within one organization may share a single contract with separately priced installations 16 i3f The Installation & Training investment includes the following services • Project Management • On -Site Assessment Trip • Requirements Documentation (Deliverable) • On -Site System Overview (1 day) • On -Site System Training (2 days) • On -Site End -User Training (1 day, Y2 day per class) • On -Site Go -Live Support (2 days of on -site assistance) (4) Professional services associated with software customization requirements not previously defined are not included Isl This fee includes travel & accommodation expenses incurred by System Innovators personnel as part of the implementation Actual Travel & Accommodation expenses will be billed monthly as they are incurred. kxti c6) This fee includes professional services to document, customize and test the first interactive interface (inquiry, lookup and update) All interfaces to iNovah are written using an open XML architecture L.+ i'k This fee includes professional services to document, customize and test user defined import and export files Data may be exported via custom formats or using the standard export features of iNovah at no additional cost {$] The support and maintenance investment for application interfaces applies only to those interfaces written and maintained by System Innovators Support fees for interfaces include modifying interfaces to comply with changes forced by legislation or system upgrade iNovah Footnotes o Hardware W, L 17 «i The TPG A775 includes 1 ribbon, 1 roll of paper, power supply and a USB interface cable This printer uses thermal technology to print receipts The printer uses impact (dot matrix) technology for slip and validation printing When used with at the counter in conjunction with an imaging device, the client has the option of including images of tall sorbs, coupons, checks, money orders, etc on the customer's receipt The Canon CR-50 includes a power supply, USB interface cable and supporting software drivers This device is capable of capturing images of the front and back of bill stubs and checks accepted at the counter Those images maybe reviewed on the server within the Movah application (3) The APG Cash Drawer includes removable locking cash till and associated cable to connect to the receipt printer for automatic opening We" yy 18 ATTACHMENT *4 ru r t OAI r T No Opp 77 +. h i 9 m C•i+ �' �sl. g�5 i qSeas su � k' t�� t„r� 0ity of Huntington Beach 2000 Main Street * Huntington Beach, CA 92648 (7 - �/ 14),536-1-227 '0 ti\i"v.liuntlngtonbeachca,gov Office of the City Clerk Joan L. Flynn, City Cierk September 24, 2015 N. Harris Computer Corporation 1 Antares Drive, Suite 400 Ottawa, Ontario K2E 8C4 Canada To Whom It May Concern: Enclosed for ycur- records is a duplicate original of the fully executed Software Implementation Services Agreement, Software License Agreement, and Support and Maintenance Agreement between N. Harris Computer Corporation and the City of Huntington Beach, Sincerely, Joan L. Flynn, CIVIC City Clerk JF-pe Enclosures S;sL,T Cities: Anjo, Japan + WalLak-e-re, Zealand